SR-304-001 (2)City of Santa Monica
Commun
~I
y,
~,__
~
~.
.
i
Events Polic
Y
Department of Community & Cultural Services
June 2000
TABLE OF CONTENTS
1. Introduction ....................................................................................................................................................1
2. The Intent of Proposed Community Events Policy ........................................................................................2
3. Definition of and Criteria for Approving Community Events ...........................................................................4
4. Managing Impacts to Protect Neighbors .......................................................................................................8
4.1 Noise .................................................................................................................................................... 8
4.2 Transportation and Parking Management .............................................................................................9
4.3 Street Closures, Races, Parades, and Walk Routes ..........................................................................10
4.4 Neighbor Notification ..........................................................................................................................11
5. The Event Approval Process and Coordination ...........................................................................................14
5.1 Community Information .......................................................................................................................14
5.2 Streamlining Event Processing and Coordination ...............................................................................14
5.3 Time Requirements For Submitting Permit Application ......................................................................14
5.4 Annual Community E~ent Permits for Site Lease on City-Owned Land ..............................................15
5.5 Building and Safety Approvals ............................................................................................................15
5.6 Fire Department Approvals .................................................................................................................16
5.7 Indemnification & Insurance Requirements .........................................................................................17
6. Event Management and Operations ......................................................................
6.1 Event Monitoring ...........................................................................................
6.2 Standards for Appropriately Scaled and Operated Events by Site ...............
6.3 Coordination of Police and Private Security ..................................................
6.4 ADA Compliance ..........................................................................................
6.5 Sale and Consumption of Alcohol .................................................................
6.6 Vending ........................................................................................................
6.7 Temporary Signs ..........................................................................................
6.8 Recycling at Events ......................................................................................
6.9 Waste Disposal at Events .............................................................................
7. The Fiscal Impact of Community Events .........................................................................
7.1 The Cost of Direct City Services .............................................................................
7.2 Administrative Costs ...............................................................................................
7.3 Other Charges .......................................................................................................
~ 7.4 Business Licenses ..................................................................................................
7.5 Fee or Charge Waivers or Reimbursements ..........................................................
8. Implementation ..........................................................................................................................
8.1 Implementation Mechanism ..............................................................................................
Attachment A
Events Administrative Instructions
Attachment B
Signage Specification
.....18
.....18
.....18
.....18
.....19
.....19
..... 21
..... 21
..... 22
..... 22
.................. 23
.................. 23
.................. 23
.................. 24
.................. 24
.................. 25
.................. 26
.................. 26
City of Santa Monica Events Policy
Z.INTRODUCTION The report is organized info the following
sections:
The City of Santa Monica Community Events
Policy includes strategies for improving the
City's current Community Event Permit process.
The process addresses events that occur on
land owned, operated or maintained by the City
of Santa Monica, including land owned by the
City and leased to private parties. It does not
address events located on school grounds or on
private property, which are subject to zoning,
the Temporary Use Permit process and other
land use regulations; or film permits.
The strategies in this policy document are based
on:
. Interviews with more than 30 City staff,
site operators and event organizers;
• Research via phone and Internet into the
community events management practices
of nearly 50 jurisdictions throughout the
United State and Canada; and
• Comments received at two community
meetings. The first community meeting
on May 19, 1998, for which 1,500 notices
were mailed and which was announced in
the local newspaper, was attended by
approximately 35 people. The second
meeting on October 14, 1999, for which
7,000 notices were mailed, was attended
by approximately 50 people.
• Comments received from relevant City-
appointed Commission and Boards,
including Bayside District, the Pier
Restoration Corporation, and the Parks
and Recreation Commission. The
Architectural Review Board (ARB)
reviewed the signage section of the policy
as an information item.
1. Introduction
2. lntent of the proposed Community Events
Policy;
3. Definition of and criteria for approving
community events;
4. Managing impacts on neighbors,
including noise, parking and traffic, and
neighbor notification;
5. Approval process and coordinafion,
including the concept of a master calendar
of events, additional streamlining of the
application process, Building and Safety
approvals, insurance requirements, parking
and traffic management plans, and follow-
up procedures to facilitate post-event
evaluation;
6. Evenf management and operafions,
including time periods in which events may
occur, alcohol, vending, sponsorship
signage, temporary signs, coordination of
police and private event security, and
recycling;
7. Fiscal impact, including cost recovery for
services, administrative costs, and other
fees;
8. Implementation, including revision of the
existing Community Events Administrative
Instruction and Application form and
recommendations regarding existing
Municipal Code provisions and Council
Resolutions that relate to community
events.
The intent of these recommendations is to refine
the current policies and process set forth in the
City's Administrative Instruction II-4-4
(Attachment A). Only recommended changes
are discussed in this report. Other policies and
processes in the Administrative Instruction will
remain in place.
City of Santa Monica Events Policy
1
2. INTENT
In 1992, the City of Santa Monica established
policies and procedures for processing event
permit applications to insure that the public
health and safety and the interests of the Santa
Monica community were protected. These
policies were codified in Administrative
Instruction II-4-4 (see Attachment A). This
process facilitated communication and
coordination between City departments and
event organizers.
Responding to a 23% increase in event
applications between 1995 and 1996, the City
moved the responsibility for oversight of the events
process to the Event Facilities Division of the
Department of Community and Cultural Services.
The position of Community Events Liaison was
created in FY 1996-1997 to better serve event
organizers and the community.
• What is the intent of the proposed
Community Events Policy?
Based on input from City staff, site
managers and members of the community,
the following is proposed as a statement of
the overall intent of the community events
policy:
!f is the policy of the City to recognize fhe
substantiaJ community benefits that may
result from community events. They can
provide cultural enrichment, promote
economic vitality and enhance community
identity. They may also provide funding
opportunities for nonprofrt organizations.
Cooperation between the City, event
organizers and sponsors, and the
community is vita! to successful events.
Recognizing that community events are an
integral part of community life and identity,
the City encourages and facilitates events at
a variety of scales and types that are
appropriate in size to the sites in which they
are located and have manageable impacts
on the surrounding community, including:
• Events that permit people to exchange
ideas.
• Events that build community or
neighborhood spirit and identity.
Events that support the economic
development of neighborhood business
districts and of citywide commercial
areas, including the Santa Monica Pier,
Main Street, Montana Avenue, the Santa
Monica Airport, Bergamot Station, the
Central Business District, Bayside District,
Pico Boulev~rd, District and any other
special districts that may be formed.
Events that benefit local non-profit
institutions, as well as events that benefit
regional or national non-profit institutions,
bringing positive attention to Santa
Monica, and educating the public
regarding cultural, social and
environmental issues.
• Events that occur in a series in the off-
season that last more than one day (so
people stay overnight) and repeat (e.g.,
annually or semi-annually) so they can be
anticipated (and are easier to market).
Commercial events open to the public,
that bring positive attention to Santa
Monica through regional, national or
international promotional efforts by the
event organizer; draw people to the city
during off-peak times for visitors; and, in
doing so, generate revenue for the City.
• Commercial events open to either the
public or invited guests that use public
open spaces or facilities when they would
otherwise be under-used and generate
revenue directly to the City.
• It is also the infent of the Community
Events Policy to:
Protect the rights of people to engage in
expressive activities in the City's public
places and allow for the least restrictive
and most reasonable time, place and
manner regulation of those activities. This
policy is within the overall context of
rationally regulating community events
that hav.e an impact on public health,
safety and welfare and on public facilities
and services.
Provide a coordinated process for
managing community events to ensure
CiTy• of Santa Monica Events Policy
2
the heaith and safety of event patrons,
residents, workers and other visitors, to
prohibit illegal activities from occurring at
community events, and to protect the
rights of Community Event Permit
holders.
• Create mechanisms for cost recovery and
use charges where authorized that do not
adversely affect the viability of events that
contribute to the community.
• Why does the City have a process for
permitting community events?
Santa Monica is a coastal city in a prime
location, bordered by the City of Los
Angeles to the north, east and south. The
land area of the City is small - just 8 square
miles - and the population is approximately
90,Q00. Thus, the City is very dense. Its
population density, 11,200 persons per
square mile, is the highest among coastal
communities in Los Angeles County. Higher
density also implies a lesser degree of
private open space for residents as well. In
the City, 75 percent of its residents live in
multifamily housing without private
backyards and gardens. In addition to its
large residential population, the City is a
very desirable ptace to work or visit.
Consequently, on weekdays, approximately
300,000 people are present within the City
and on weekends the number swells to as
high as 500,000.
The density and congestion of the City is
magnified by the lack of open space. The
City has approximately 419 acres of open
space, which occupies approximately eight
percent of the total land within the City.
Most of its open space is concentrated at
the beach on 245 acres of land. However,
this open space is utilized by tens and even
hundreds of thousands of persons living
throughout the Southern California region.
In addition, there are twenty-four city parks,
amounting to approximately 113 acres. The
City's park space per capita is significantly
less than most cities and well below the
national guidelines set by The National
Recreation and Parks Association. These
parks are heavily used for a variety of
purposes. Santa Monicans are active and
frequent users of the City's parks. On
average, 3 out of 4 residents visit the City's
parks almost twice a week. Ninety-three
percent of households with children are park
users.
Because the City's limited public space is
constantly utilized by large numbers of
people for a variety of activities, both
organized and spontaneous, special events
in parks and on other public property must
be carefully managed.
Community events are, by definition,
atypical and not necessarily anticipated by
or appropriately regulated by existing
citywide ordinances. The City regulates
community events for the same reasons it
regulates land uses: to protect the health,
safety and public welfare by regulating
traffic, noise, aesthetics, and other impacts.
In addition, community events often require
the provision of public services, including
police, fire, transportation and pubfic works,
and additional maintenance of the facilities
they use. They may also use facilities that
would otherwise be available to the public or
generate revenue to the City.
Therefore, managing events includes
ensuring that:
• Community events are compatible in size
and type of use with their sites;
• Impacts on neighbors and others are
managed;
• Adequate services are provided for the
events and the events do not interfere
with the City's ability to provide services
to the entire community; and
. The City is reimbursed for services
provided and facilities used to the extent
authorized by law.
City of Santa Monica Events Policy
3
3. DEFINITION OF AND
CRITERIA FOR APPROV'ING
COIVIMUNiTY EVENTS
The following are the recommended definitions
of and criteria for approving or denying a
community event.
• What constitutes a community event that
is subject to City review?
The following activities are community events,
subject to City review through the Community
Event Permit process:
A parade, procession or assembly
consisting of 150 or more persons,
animals, vehicles, or any combination
thereof, which is to assemble or travel in
unison on any public street, highway,
alley, sidewalk or other public way and
which either: 1) may impede, obstruct,
impair or interfere with free use of such
public street, highway, alley, sidewalk or
other public way or 2) does not comply
with normal or usual traffic regulations or
controls; or
Any activity of 150 or more persons on
City owned, controlled or maintained
property; or
Any other activity on public property which
requires the provision of City services or
the placement of a tent, canopy, or other
temporary structure if that placement
requires a permit from the City's Fire
Department or Building and Safety
Division.
Examples of community ~events include
concerts, parades, circuses, fairs, festivals,
mass participation sports (including running
events and bicycle races and tours),
spectator sports (including football,
basketball, soccer and baseball games,
skating and water sports), and other public
or private gatherings of more than 150
people on land owned, operated or
maintained by the City of Santa Monica.
Land owned, operated or maintained by the
City of Santa Monica includes public streets
and sidewalks, including the Third Street
Promenade; parks; beaches; the Pier; and
beach and airport parking lots; and City-
owned land leased to private parties.
Events at facilities located on City property
that are designed and approved as
assembly spaces are not subject to the
Community Event Permit process. Such
facilities include the Civic Auditorium,
including the adjacent parking lot, the Pier
Carousel, Miles Memorial Playhouse and its
adjacent park grounds, and park buildings.
However, events at those venues which
require street closure or traffic diversion or
which require use of other nearby public
property, including parks, parking lots or the
Pier, are subject to the Community Event
Permit process.
The Community Events Policy (CEP)
proposes that events at facilities on City-
owned land leased to private parties but not
specifically regulated by provisions of a
lease or Conditional Use Permit be
regulated by an Annual Community Event
Permit obtained by the operator of each
facility.
Walks or walking/jogging/running groups of
more than 150 that use City owned,
controlled or maintained property may or
may not be subject to the Community
Events Permit process, depending upon the
circumstances. A group that: walks, jogs or
runs on sidewalks and/or park paths;
complies with traffic regulations; does not
interFere with free use of those public ways
by others'; and assembles in a space that is
not subject to the Community Event Permit
process is not considered to be an event.
For example, a group may assemble on
private property or in a park building or
other approved assembly space for which a
Community Event Permit is not required. A
group of more than 150 that assembles in a
public space subject to the Community
Event Permit process, such as an outdoor
area of a park or a City-maintained parking
lot, or interferes with the free use of a public
way by others must obtain a permit.
School grounds and other property owned
by the Santa Monica-Malibu Unified School
' Criteria for determining whether or not a group is likely to
intertere with free use of public ways are set forth in Section
4.3.
City of Santa Monica Events Policy
4
District and Santa Monica College are also
exempt. In addition, funeral processions by
a licensed mortuary are exempt.
• Where should events be held?
There are four categories of City event sites:
City-maintained and operated sites that
are traditionally used as public forums for
expressive activities, including public
rights-of-way (including the Third Street
Promenade), parks and City Hall lawn.
Events held at these sites require a
Community Event Permit.
City-maintained and operated outdoor
sites which are not traditionally used as
public forums for expressive activities,
including the Santa Monica State Beach,
the Pier parking lot, the North Pier (1550)
and South Beach (2030) parking lots
located at Santa Monica State Beach, and
the Airport parking lots. Community
Events at the Pier and Beach Parking
Lots are limited to cultural and
entertainment activities. Events held at
these sites need a Community Event
Permit. The Community Event Permit will
constitute a license for use of the parking
lots.
Privately operated venues on land leased
from the City, include Bergamot Station,
Barker Hangar, the Museum of Flying,
DC3, other Airport facilities, Pacific Park,
the Carousel, The Victorian and the
Heritage Museum. Events at these
facilities do not require Community Event
Permits for each individual event.
Instead, events at these facilities are
addressed either by land-use regulations,
such as a Conditional Use Permit, or by
the proposed Annual Community Event
Permit, which is obtained by the facility
operator (see Section 5.4).
City-operated, primarily indoor venues
which are approved as public assembly
spaces, including the Civic Auditorium
and its parking lot, Miles Playhouse, the
Carousel and park buildings. As
approved public assembly spaces, these
facilities have their own regulations and
are not addressed by this policy. Events
held at these facilities do not need a
Community Event Permit.
• What is a City-produced or co-produced
event?
A City-produced event is developed and
implemented in its entirety by a City
department or departments. The City
department(s) must have sole responsibility
for the event from inception to completion,
including concept development, creative
direction, funding and fund development,
marketing and media relations, and staffing
and support services to directly implement
the event.
A City co-produced event is one that
involves City staff in both the planning and
the implementation of the event, together
with a non-city entity.
• What are the benefits that accrue to a
City-produced or co-produced event:
A City-produced or co-produced event is
g~anted the following:
• Use of the City name and logo.
• Events at a greater frequency and/or of a
larger size than generally permitted for a
particular event site and during the non-
event season (July 1 through Labor Day).
• Waiver of event permit application fee.
• What is a PRC- or BDC-produced event?
A PRC- or BDC-produced event is
developed and implemented in its entirety
by the Pier Restoration Corporation (PRC)
or the Bayside District Commission {BDC).
The PRC or BDC must have sole
responsibility for the event from inception to
completion, including concept development,
creative direction, funding and fund
development, marketing and media
relations, and staffing and support services
to directly implement the event.
City of Santa Monica Events Policy
5
• What is the benefit that may accrue to a
PRC-produced event?
A PRC-produced event may be granted the
following by the Executive Committee of the
Event Teamz, in consultation with the event
site manager, sponsoring department and
any relevant City Fund Managers:
• Events in the Pier parking lot at a greater
frequency than generally permitted during
the non-event season (July 1 through
Labor Day).
• What is the benefit that may accrue to a
BDC-produced event?
A BDC-produced event may be granted the
following by the Executive Committee of the
Event Team, in consultation with the site
manager, sponsoring department and any
relevant City Fund Managers:
• Two events during the non-event season
(July 1 through Labor Day).
•:• Which events should receive priority if
there is more demand than capacity at a
given site?
For sites at which the number of events is
limited, it may become necessary to choose
one event over another or others. The
following priorities would be applied:
• City-produced or co-produced events free
to the general public
• Events that are free to the general public
• Events that are ticketed and open to the
general public
• Events that are by invitation only
2 The Event Team is made up of representatives of City departtnents
and divisions including but not limited to Police, F've, CiTy
Manager's Office, Communiry and Cultural Services, Resource
Management, Planning and Community Development,
Environmental and Public Works Management and Finance.
The Executive Committee is comprised of Event Team members
designated by the City Manger's Office and the Event Team Chair.
If found necessary, the priorities wouid be
applied after Annual or quarterly "call for
events" for that site.
•:• What are the criteria for approval of a
community event?
A Community Event Permit will be issued
for a proposed event if the following criteria
have been met:
• The proposed event will function safely;
. The proposed use of the property is not
governed by or subject to any other event
permit procedures provided elsewhere in
the City's Municipal Code or in other
applicable laws, rules or regulations.
• The preparation for and conduct of the
proposed event will not unreasonably or
unfeasibly burden city resources
necessary to avoid the undue impeding,
obstructing, impairing or interfering with
the public's use of the street or other
public property.
• The preparation for the conduct of the
proposed event will not unduly impede,
obstruct or interfere with the operation of
emergency vehicles or equipment in or
through the particular permit area, or
adversely affect the City's ability to
perform municipal functions or furnish
City services in the vicinity of the event
area.
• The proposed event does not present a
substantial or unwarranted safety, noise or
traffic hazard.
. The proposed event will occur in a time
period, be of a size appropriate to the
proposed venue or site, and fall within the
frequency guidelines for the event site.
• If required, the event provides a
Transportation ManagemenVParking Plan
that effectively manages traffic and
parking impacts so that the event does
not interfere excessively with traffic
circulation.
• The proposed event will not include live
animals in parks, except participants with
dogs on leash per City regulations.
City of Santa Monica Events Policy
6
• The proposed event will not cause other
adverse impacts on health or safety in
surrounding residential or commercial
uses, which cannot be effectively
mitigated.
• When may the City deny a Community
Event Permit application or revoke a
Community Event Permit?
An application will be denied or a permit
revoked if any one of the following occurs:
• One or more of the approval criteria listed
above are not met.
• The applicant has knowingly made a
false, misleading or fraudulent statement
of fact to the City in the application
process.
• The application does not contain the
information requested or information
required by applicable City law.
• The applicant demonstrates or has
demonstrated an unwillingness or inability
to conduct the event pursuant to
applicable City laws or the proposed
conditions for approval.
• The applicant fails to comply with any
condition of approval, including:
a) remittance of fees, charges or deposits;
b) submittal of proof of insurance, if
required, and an indemnification
agreement; or c) receipt of all required
approvals by the deadlines set forth.
• What is the appeal process if a
Community Event Permit application is
denied?
• The applicant may submit a written appeal
to the Chair of the Event Team or his or
her designee, who will review the appeal
within one working day of receipt.
• What is the penalty for conducting an
event without obtaining a Community
Event Permit?
• Any person conducting an event without
obtaining a Community Event Permit as
required by this policy will be guilty of a
misdemeanor.
City of Santa Monica Events Policy
7
4. MANAGING IMPACT5 OF
EVENTS ON NEIGHBORS
The proposed general approach to managing
impacts on neighbors is to limit the time periods
(seasonally, days of week, and times of day)
during which events may occur and the
frequency of events during those periods, so
that they are predictable, are limited in number,
and avoid conflicts with one another and with
other activities within the City.
For example, events will be heavily restricted at
the beach parking lots, city parks and Third
Street Promenade during the months of July
and August, with the exception of City-produced
events, such as the Fourth of July Stroll in the
Park (Palisades Park), which are exempt from
site-specific season and frequency restrictions.
These sites are heavily used by residents and
visitors during summer months, leaving little
capacity for community events, especially on
weekends. In contrast, the beach and Pier
experience less use during the "shoulder
season" (September, October, April, May and
June) and even less use during the winter
season (November through March). During
these periods, there is greater capacity for
community events.
Strategies
Key strategies designed to reduce impacts on
neighbors for Category I events (see Section
5.3) include:
• Provide temporary directional signage to
parking lots and traffic management by
civilian uniformed personnel for large
events.
• Limit the number of events based on
individual event site characteristics and the
combined input of site managers, City
staffing, community members and relevant
City Boards and Commissions.
• Limit the maximum size of events based on
the physical characteristics of each event
site and fire/life safety considerations.
• Provide a master calendar, as well as
advance notification of events, so that
residents have certainty regarding the
frequency and type of events.
• Require that an event organizer have a
single contact person in charge of the event
and present at the entire event, who has the
authority and responsibility to control
activities, including sound levels, at the
event.
• Provide a"complaint line" that people can
call to express concerns about specific
events or to suggest ways to make eve;~ts
work better in the future. Emergency calls
during an event would continue to be
directed to the Police Department.
• Limit the locations, frequency and length of
time street closures may occur for walks
and races.
• Notify neighbors prior to an event that is
expected to impact them.
4.1 Noise
The City's Noise Ordinance currently exempts
"outdoor gatherings, public dances, shows and
sporting and entertainment events, provided
said events are conducted pursuant to a permit
or license issued by the appropriate jurisdiction
relative to the staging of said events." The
Police Department indicates that it would be
difficult to enforce the Noise Ordinance since
the noise generated by the event cannot be
separated from the ambient sound level.
Two other concerns about the Noise Ordinance
as it relates to community events are 1) its lack
of specificity regarding the location of the sound
meter when measuring the exterior sound level,
and 2) the reasonableness of the standards for
community events. With respect to the location
of the sound meter, the sound level typically is
measured at a receptor location with different
sound standards for different land uses and for
indoor versus outdoor locations. With respect to
the applicability of the Noise Ordinance
standards to community events, since the
ordinance specifically excludes permitted
community events, it is reasonable to assume
that those standards were considered too
restrictive for community events at the time the
Noise Ordinance was adopted.
City of Santa Monica Events Policy
8
Strategies
At all sites:
•:• Direct events that include live music,
amplified sound or other sound that may
disrupt the quiet enjoyment of neighbors to
sites where impacts can be managed.
• Limit the time periods and length of time
during which live musical performances,
amplified sound or other sound generators
that are audible beyond the geographic
boundaries of the event may occur.
• Limit sound-check time during which sound
amplification is used and practice time for
live music to a cumulative total of two hours
between the earliest permitted event start
time for each event site (which varies from
8 a.m. to 10 a.m.) and the start of the event.
Af the Pier, Beach Lots and adjacent
beaches:
•:• When amplified sound is used at the Pier,
North Pier Lot (1550) and South Beach Lot
(2030/2600), continue to require that the
speakers be oriented toward the ocean
(away from residences).
•:• Install metered electrical connections at the
Pier and North Pier Lot (1550) so that
generators, about which nearby residents
comptain, are not required. This has the
additional advantage at the Pier of
eliminating the need for a Fire Service
Officer (FSO), which is required in
conjunction with a generator of any size on
the Pier due to the fire potential. If the
connections are metered, the City can
accurately charge for power consumed. In
the interim, require "silent" generators.
Parks:
• Restrict event times from 9 a.m. to 7 p.m
4.2 Transportation and Parkinq
Manaqement
Parking and traffic are the most common spill-
overs from events. While all sites have some
on-site or adjacent parking, problems may arise
when there is more demand for parking than
can be accommodated on-site and in nearby
curbside spaces.
Problems also occur when event traffic backs
up onto residentiai streets. Many of the privately
operated venues and primary City maintained
sites are located in commercial or industrial
areas with access from primary arterial streets,
which are commercial in use. Therefore, most
of the traffic related to events is within
commercial areas. However, at some sites, in
particular the Pier, North Pier Lot (1550} and
South Beach Lot (2030/2600) beach parking
lots, and some parks, traffic may spill over onto
residential streets.
Strategies
s• Require a Transportation/Parking
Management Plan if the event size is likely
to exceed the parking thresholds
established for each event site. The
proposed thresholds are based on the
amount of off-street parking available for
the event, assuming an average of 2.5
persons per car, which takes into account
arrivals by walking, bicycling and bus, as
well as shared occupancy of individual
vehicles and setting aside adequate parking
for the general public, based on past
experience.
• Through the Transportation/Parking
Management Plan, limit events to a size that
can be accommodated by the amount of
event parking available, including adjacent
off-street parking and shuttle parking and
excluding parking required to accommodate
the general public, based on past experience.
• Address the following in the Plan:
• shuttle parking
• inclusion of shuttle parking locations in
advertising
• directional signs to shuttle parking
• traffic signal timing adjustments
• covering and signage of parking meters
if requested by the event organizer or if
required for traffic management.
• Work with the Police Department and the
Transportation Management Division to
establish, for certain sites, standard travel
routes for event traffic, including shuttle
buses. Such routes will be provided with
City-installed temporary directional signs
and advanced notification signs, the cost of
which will be borne by the event organizer.
City of Santa Monica Events Policy
9
The advanced notification signs must be put
in place 48 hours before an event to inform
neighbors that traffic will be rerouted or
certain streets will be open to local traffic
only.
4.3 Street Closures, Races, Parades, and
Walk Routes
The State has complete authority and power
over the regulation of traffic flow. Consequently
local regulation of the use of streets and
sidewalks must be expressly authorized by
State legislation. The State allows cities to close
streets under certain limited circumstances,
including the closure of streets for pedestrian
activities such as parades, races, and marches.
The ability of cities to close streets for private
activities is extremely limited.
Race routes:
There are currently four race routes, which were
established by Council Resolution 7011 (CCS)
in 1985. Three are no longer workable given
current circulation patterns as they require
closure of major and secondary arterials, which
are essential to traffic movement, including
public transit. The Santa Monica College (SMC)
route listed in the Resolution 7011 (CCS) is still
viable. Use of any other route requires City
Council approval. City Council has given annual
approval to a route that starts at Saint Monica's
Church/Christine Reed Park. Both the Saint
Monica's and SMC route have 10K and 5K
options. There is an administrative policy to
prohibit car races and similar vehicular events.
There is a$10,000 race fee, which can be
waived by City Council. Vending currently is not
permitted at races and parades.
Parade Routes:
There is currently one approved parade route on
Ocean Avenue between Colorado Street and
the northern City limit. In addition, a parade
route on Main Street from Colorado Street to
Barnard Way has been approved annually by
City Council. A Police permit must be obtained
for any parade.
Walks:
There are no established routes for walks that
are intended to take place solely on the sidewalk
(not requiring a full or partial street closure).
The City has encountered problems with
sidewalk walks in the past, as participants tend
to spill aver into the street.
Marathon training and other walking, jogging
and running groups use public streets and park
paths. Their activities have not been treated as
events.
Strategies
Races/Runs/Walks Involving Street Closures:
• Revise Council Resolution 7011 (CCS}
regarding street closures for races to include
only the two feasible street closure routes:
the SMC loop on which races may occur on
Sunday mornings from 8 a.m. until 2 p.m.;
and the Saint Monica's Church/Christine
Reed Park loop on which races may occur
on Saturday mornings from 8 a.m. until 2
p.m. These routes are shown in Figure 1;
each includes both a SK and a 10K option.
• Permit no more than four street closures per
route per year and no more than one per
quarter on any one route. Individual permits
for events on these routes will be issued
administratively, provided they meet all
other conditions of approval established by
the City.
• Permit no vehicular races or similar events.
Human powered events only (including
walking, running and bicycling) are
appropriate where 1) modes of travel are
not mixed and 2) the route is closed to
vehicular traffic. Small walks may occur on
sidewalks of streets that are open to
vehicular traffic (see below).
• Eliminate the $10,000 race fee and recover
the full cost of direct services.
Parades:
• Permit parades on the following routes:
1) the existing Ocean Avenue route and
2) Main Street between Pico Boulevard and
Marine Avenue, turning west onto Barnard
Way to disassemble at the 2600 South
Beach Parking Lot with staging on Main
Street between Colorado Street and Pico
Boulevard, as shown in Figure 2.
City of Santa Monica Events Policy
10
Walks and Walking/Jogging/Running
Groups on Sidewalks or Park Paths:
• Require groups of 150 or more who
undertake walks or who walk, jog or run on
sidewalks or paths within parks to obtain a
Community Event Permit if they are likely
either 1) to interfere with the free use of any
public way by others or 2) not to comply with
traffic regulations, or 3} if they assemble in
a public space that is subject to the
Community Event Permit process. A group
of walkers, joggers or runners will not
typically interfere with the free use of a
public way by others and is not required to
obtain a Community Event Permit if the
total group consists of fewer than 500
participants and if all participants:
. Assemble, walk, jog or run in groups of
less than 50, 2 abreast, and give way to
others they encounter on the public way.
• Do not obstruct traffic flow.
. Obey all traffic regulations.
. Obey all park regulations and do not run
on the grass.
•:• For walks on sidewalks, which do not
require street closures, establish a
maximum size, based on past experience,
and typical sidewalk capacity3, of 2,000
participants if start times are staggered over
a 60-minute period and require that no more
than two participants walk side-by-side to
avoid crowding other pedestrians and
spilling into the street.
• Review impacts of walks on park paths of
up to 1,000 participants and develop site
specific regulations.
• Require that sidewalk walks use private
property, a City park or the City Hall lawn as
the start/finish location.
• Require the walk applicant to provide a plan
for participants' parking.
3 The capacity calculations assume 5 linear feet per
participant and two participants walking side-by-side at an
average walking speed of 2 miles per hour.
A/! Such Events:
• Time races, runs, parades or walks of any
kind in a manner that does not conflict with
coastal access.
• Permit temporary directional signs, provided
they comply with the specifications in
Section 6.7 of this document.
• Develop additional administrative guidelines
for closure of streets.
4.4 Neighbor Notification
Organizers with potential noise, parking or traffic
impacts are currently required to notify
neighbors who are expected to be impacted.
Strategies
For Category I events (see Section 5.3):
• At fixed event sites for Category I events
(see Section 5.3) and on race and parade
routes, if there will be amplified sound or
live music or if a Transportation/Parking
Management Plan is required, require that
residents and businesses within 500 feet be
notified.
s Provide a City service to event organizers
(or a contractor to the City) to mail out the
above notices on standard City forms (to
establish a standard look that people will
recognize as an event-related notice) and
pass the full cost of the notice and mailing
service to the event organizer. To
streamline the process, the Community
Events Liaison will maintain a list of
surrounding residences for each fixed site.
The notice should state clearly whether or
not the event is a City-produced or City co-
produced event and, if it is not a City-
produced or co-produced event, that the
purpose of the notice is to inform residents
of the upcoming event, not to indicate City
support of it.
City of Santa Monica Events Policy
11
D'
> 0
~ ~D'
m
m Fc ~ a
? ~
S n Oc '
,: 'Y
.
SL
Bivd.
~aa~ I OK Routes
- 5K Routes
~- ~
~~ ~.~. s,~ ,
~
Figure I Proposed Race Routes
~ - - MtnttCpa( ~ .
~ Pier
~
m ~D
9 ~~ 0
y ~C Q S
d '~
~ 0
Q +
~
G i
ti
O r
Y
23rd St
icoln Blyd.
_., `. Ocean Ave.ne Route
~ Main Street Route
z.,.•
~aa ~: e
~
Figure 2 Proposed Parade Routes
I mmaupat i
' Pier
S. THE EVENT APPROVAL
PROCE55 AND
COORDINATION
5.1 Communitv Information
The City has recently implemented an events
master calendar on its web page. Event names
are listed with links to more detailed descriptions
of the individual events.
Strategies
• Maintain and continually update and
upgrade as appropriate the City's events
master calendar. The calendar will also be
available in hard copy for distribution.
• Promote use of the master calendar by City
departments to facilitate coordination and
reduce conflicts among routinely scheduled
activities, such as street maintenance, and
community events.
• Develop a form to be completed by all
community event organizers to request
inclusion on the master calendar.
• Develop a Community Event Permit site on
the City's web page, including the
application and all other required forms that
can be downloaded.
5.2 Streamlining Event Processinq and
Coordination
Strategies
• Implement the following review process:
The event organizer will first contact the
designated event site manager for
preliminary written approval of a proposed
event. The site manager will review the
event for conformity with the Community
Events policy and laws and regulations.
The site manager will check the schedule
for potential conflicts with other events or
activities at or in the vicinity of the site
prior to providing preliminary approval,
and insure that the event falis within the
time and frequency standards for the site.
If the proposed event meets the definition
of an event (Section 3) and receives
preliminary approval by the site manager,
the event organizer will contact the
Community Event Staff to obtain an event
application, receive assistance in
completing the application and obtainsng
the City permits and approvals required
for the Community Event Permit.
The event site manager will be
responsible for monitoring compliance
with the conditions of approval at the
event itself. For large or complex events,
this responsibility will require a dedicated
monitor at the event paid by the event
organizer.
• Explore other measures to make the
process more "event friendly", including the
following:
. Publicize the availability of liability
insurance coverage at cost for approved
community events.
. Coordinate with other Southern
California jurisdictions regarding site
characteristics and regarding
management practices and policies, in
order to better assist event organizers.
5.3 Time Requirements For Submittinq
Permit Application
Sfrategies
•:• In keeping with current practice, require
submission of a Community Event Permit
Application in accordance with the following
time period:
• Category 1 Events
Application for the following categories of
events must be submitted at least eight
weeks but not more than one year prior to
the commencement of the event:
- recreation (e.g., original games, arts &
crafts activities)
City of Santa Monica Events Policy
14
- competitionlcontests (e.g., surfing
contests, sand castle building}
- spectator sports (e.g., beach
volleyball, hockey, basketball)
- races (e.g., walks, runs, bicycle)
- fairs, festivals, carnivals (e.g., cultural
festivals, family festivals)
- private ticketed events (e.g., award
shows, private parties)
- public ticketed events (e.g., circuses,
performances)
- sales, trade shows (e.g., arts ~ crafts
shows, antique shows, merchandise
sales)
- beach/park clean ups
- training activities (e.g., corporate or
educational sessions)
• Category 2 Events
Events not included within Category 1
above but which require a building permit
or a fire permit must be submitted at least
five days prior to the commencement of
the event.
• Category 3 Events
Events not included within Categories 1
and 2 above must be submitted at least
two days prior to the commencement of
the event.
5.4 Annual Communitv Event Permits for
Sites Leased on Citv-Owned Land
Several facilities leased by private parties and
located on City-owned land are used regularly
for activities that meet the definition of a
community event. These facilities include:
Bergamot Station; Barker Hangar, the Museum
of Flying, DC-3; Pacific Park and the Carousel
on the Pier; and The Victorian and the Heritage
Museum.
Currently, events at sites located on City-owned
land leased to private parties are addressed in a
variety of ways. Events at some venues, e.g.,
Pacific Park, are governed by the Conditional
Use Permit that regulates use of the venue as
long as the events are located within the
boundaries of the site. However, if an event
extends beyond the boundaries of the site onto
an adjacent area that is open to the public, a
Community Event Permit is required. Other site
operators, e.g., Barker Hangar, require event
organizers to obtain Community Event Permits.
At other sites, Temporary Use Permits may be
obtained for major events.
Strategies
• Simplify and standardize the approval
process for events at facilities on City-
owned land leased to private parties.
• When event conditions are not specifically
regulated by provisions of a lease or
Conditional Use Permit, require the operator
to obtain an Annual Community Event
Permit. This permit will pre-approve (for a
12-month period) all events within the site
boundaries, contingent upon meeting event
frequency and event operation standards for
that site.
• For any proposed event at these sites that
does not conform to site-specific event
requirements and/or requests the use of
adjacent areas that are open to the public,
require the review of the event through the
regular Community Event Permit process.
5.5 Buildinq and Safety Approvals
The following Building and Safety requirements for
events were clarified during the Community Events
Policy process and have been implemented.
Pursuant to Uniform Administrative Code Section
102.7, special permits for temporary structures or
buildings may be issued for limited periods of time.
Structures may be considered temporary when
used for a period not to exceed six months and if
completely removed on or before the expiration
date of the time limit stated on the permit.
Temporary structures include reviewing stands,
platforms, fences, canopies, tents and other similar
miscellaneous structures.
Building and Safety Permits are not required for
the following:
• Accessory buildings for which the projected
roof area does not exceed 120 square feet;
• Fences not over six feet high;
City of Santa Monica Events Policy
15
. Water tanks supported directly upon grade if
the capacity does not exceed 5,000 gallons
and the ratio of height to diameter of width
does not exceed two to one;
. Platforms, walks and driveways not more than
30 inches above grade and not over any
basement or story below;
. Temporary motion picture, television and
theater stage sets and scenery;
. Electrical work or equipment such as
portable generators or motors, temporary
lighting, the lighting for temporary theater,
motion picture or television stage sets;
• Portable heating appliances, ventilating
equipment, cooling units and evaporative
coolers.
Building and Safety Permits are required for the
following:
. Tents over 450 square feet (it should be
noted that tents are not permitted at certain
sites, including all parks and on the beach);
. Reviewing stands, i.e., bleachers;
• Electrical work that requires direct wiring
into an existing or new service;
. Decks, stages or platforms 30" above grade
or over;
. Any other specially built structures such as
lighting and sound towers, slides,
skateboard ramps, amusement attractions,
etc.
Permit Application Requirements. One
Building and Safety permit is issued for each
event, if required, covering all aspects of the
event that require Building and Safety approval.
The fee for the Building and Safety is $55.89
(based on the Combination Permit fee for a
project valued at $1,000). If extensive plan
check is required, an additional plan check fee
is charged at the rate of $41.58 per hour of
engineering review.
Plan Requirements. For events that use
reviewing stands, tents or platforms exceeding
30 inches in height, applications for permits
normally require plans. Plans must contain a
simple site plan that shows general location and
positioning of the temporary structures.
Standard Plans approved by the City or County
of Los Angeles for deck, platforms, bleachers
and tents can be used to meet the construction
drawings requirement. All other submitted plans
are reviewed by Building and Safety staff. Once
approved by this Division, construction drawings
for temporary structures may be re-submitted
for use at subsequent events without requiring
further plan review. Construction drawings may
be prepared by the manufacturer.
Field Inspection. In the event that construction
drawings for the temporary structures are not
readily available, the event organizer may
request review and approval of the temporary
structures during field inspection. Applicants
are cautioned that plan review is recommended
as a means to identify any substandard or
unacceptable construction problems of the
temporary structures before the installation
occurs. Such problems, if discovered at the
time of the field review and inspection, will have
to be corrected and re-inspected before the
event will be permitted to take place. In all
cases, inspection request and approval must
occur prior to event opening.
Accessibility Requirements. California's
Division of the State Architect considers
temporary structures subject to the accessibility
provisions of the California Building Code.
Temporary ramp structures or moveable
wheelchair lifts are required for all reviewing
stands, ptatforms, stages, and exit ways and
corridors that serve the public.
Strategies
•:• Continue to implement the current process
for permitting structures used for community
events.
5.6 Fire Department Approvals
The current process is running smoothly with no
complaints from site managers or event
organizers.
Fire Department Permits are required for the
following:
At sites where tents and canopies are
allowed, the Fire Department is responsible
for permitting and inspecting tents at a lower
size threshold than Building and Safety.
TenUcanopy permits are required for tents
more than 200 square feet in area or with an
occupancy load of 10 or more and canopies
City of Santa Monica Events Policy
16
more than 400 square feet in area. As
noted above, tents over 45Q square feet
also go to Building and Safety for review.
Open flame permits are required for any
open flame, including barbecues or cooking,
except barbecues in fixed grills located at
Clover, Marine and Virginia Avenue Parks.
Other barbecues are routinely used in
conjunction with City-produced events at
other parks, but are otherwise prohibited in
City parks.
Tents or canopies less than 20 feet from a
building or a generator on or under the Pier
require a Fire Safety Officer (FSO). One
FSO is required to be on duty when tent
occupancy exceeds 500 (or 300 for Barker
Hangar at their request) with one additional
officer for every additional 1,000 people.
FSO's may be required for events that could
impact fire and life safety. The event
location, size of attendance and potential
hazards is evaluated for each event. The
event organizer can submit permit and/or
Fire Safety Officer request forms by mail or
fax. Inspections are made at new sites or
sites that will require a Fire Safety Officer.
. Use of liquefied petroleum gas (LPG) for
cooking or heating and candles.
Strategies
• Continue existing Fire Department policies
and process.
• Codify the permitting of City-produced
events to have open flame cooking areas
and barbecues in parks at park sites other
than fixed grill barbecues.
5.7 Indemnification and Insurance
Requirements
The City currently requires indemnification for
all events and general liability insurance in the
amount of at least $1,000,000 per occurrence
and participant liability insurance for events at
which the public participates. An optional event
liability policy is available for purchase in order
to meet the insurance requirements. The City
also requires that the event organizer sign an
indemnification and hold harmless agreement.
The City's Risk Manager reviews Community
Event Permit applications and requires
additional insurance, such as alcohol or product
liability, if it is deemed necessary.
Strategies
• Continue existing insurance policies and
requirements to the extent authorized.
• Publicize the availability of liability
insurance coverage at cost for approved
community events.
• Continue to require the submittal of a
"safety plan", including participant release
forms, documentation of equipment safety,
etc., for events that include physical activity
by attendees.
City of Santa Monica Events Policy
17
6. EVENT MANAGEMENT
AND OPERATION5
6.1 Event Monitoring
There is a consensus among event site
managers that problems often occur because
there is no City-authorized representative at a
large event and that it would be desirable to
have such a person present and in charge of
monitoring large events.
Strategies
• Provide a dedicated event monitor at large
or complex events. The City's Community
Events Liaison and site manager will make
the determination as to whether a monitor is
needed.
• Designate the site manager to arrange for
monitoring, which may be provided by either
City staff or a contracted service for
designated events.
• Charge the event organizer the full cost of
the event monitor's time.
6.2 Standards for Aqqropriatelv Scaled
and Operated Events bv Site
Conditions vary at each event site in the City.
As a result, one set of standards cannot be
applied uniformly to all sites. Instead,
requirements for events must be tailored to the
conditions of each site and the experience and
judgment of the site manager, and City Staff.
Strategies
• Clarify for all involved (event organizers,
neighbors, and City staff} the conditions
under which events can be conducted at
each site. The event site standards for each
event site should include:
• The first person to contact regarding an
event at a particular event site.
• Applicable daily use charges, which are in
addition to fees for direct services and the
Community Event Permit application fee.
• Time periods during which events may
occur - season and within that season,
days and hours.
• Size thresholds - maximum event size
and size at which a parking/traffic plan
is required.
• Limits, if any, on the total number of
events permitted during a given time
period.
• Policies regarding alcohol sales and
consumption and vending.
• In order to have public spaces available at
all times for events, make available one
park daily from 9 a.m. until 11 a.m. and
from 1 p.m. until 3 p.m. on a rotating basis
as follows: Beach Park 1, Crescent Bay
Park, Clover Park, Douglas Park, Hotchkiss
Park, Joslyn Park, Marine Park, Memorial
Park, Ocean View Park, Palisades Park,
Reed Park and Virginia Avenue Park. In
addition, City Halt Lawn is always available
for events.
6.3 Coordination of Police and Private
Securitv
The purpose of Police presence during events is
to 1) ensure public safety, 2) keep the peace
and 3) enforce relevant laws, codes and
ordinances. More common duties would include
the enforcement of red zone violations,
preventing foot traffic associated with parties
from interfering with vehicular traffic on public
streets, traffic direction and the enforcement of
event-specific conditions.
Responsibilities of private security hired by the
event organizer that would not be addressed by
the Police Department include checking ID's to
prevent under-aged drinking and collecting
tickets at the entry.
Crowd control measures are a joint
responsibility of private security and the Police
Department. Private security is responsible for
limiting the number of people in an area to
City of Santa Monica Events Policy
l8
capacity limits by denying entry. The Police
Department monitors this and takes action if
private security does not keep the crowd at or
below capacity. The Police Department handles
crowd control outside the event and will handle
criminal incidents, such as fights or alcohol-
related violations, inside the event.
Strategies
•:• Develop a City of Santa Monica
Accessibility checklist for events and
provide with each community event
application.
• Require an accessibility plan describing
access to the event by persons with
Strategies disabilities as part of the Community Event
Permit application.
• Clarify the roles of the Police Department
and private security as noted above in the
application package. 6.5 Sale and Consumption of Alcohol
• Achieve a balance between Police and
private security through a coordinated The current practice regarding the sale and
determination of staffing levels by site consumption of alcoholic beverages is:
manager, Police Department, and
Community Events Liaison. For more ~ • At parks, beaches and on public streets, the
complex events, conduct a pre-meeting fus~-' sale and consumption of alcohol is
before the event to discuss responsibilities ~ prohibited.
and conditions.
• Continue to insure that a copy of the Event
Permit is received by the assigned officer(s)
prior to the event.
• Require that there is a contact person
representing the event organizer at the
event for its entire duration, who also has a
copy of the event permit available for
review.
•:• Provide direct feedback on the event from
the assigned Police Officer to the
Community Events Liaison, through a brief
e-mail report on the event to the Community
Events Liaison after each event on a simple
standard form, so that key issues are
addressed in a consistent manner for each
event, providing immediate feedback and
an ongoing database.
• Continue to incorporate vice into the event
planning process to address alcohol-related
issues.
At event sites not located in parks or on
public streets, the sale and consumption of
alcohol is prohibited at events that are free
to the public. The sale and consumption of
alcohol is permitted at private events and at
ticketed public events, provided that both
the sale and consumption of alcohol are
located within a tent, roped canopy or "beer
garden" with security at entries and all
required State and City approvals are
obtained.
Strategies
• Establish the following policy by site:
At parks, beaches, and on public streets,
which are traditionally public gathering
places, including the Third Street
Promenade, prohibit the sale and
consumption of alcohol at all times.
6.4 ADA Compliance
The current Community Event Permit informs
the event organizer that it is his/her
responsibility to comply with all City, County,
State and Federal Disability Access
Requirements, including the Americans with
Disabilities Act of 1990, applicable to the event.
At parking lot sites, i.e., sites that are not
traditional public gathering places, prohibit
the sale and consumption of alcohol at
events that are free to the public. Permit
the sale and consumption of alcohol at
events that require paid admission or an
invitation to enter, provided that a) both
the sale and consumption of alcohol is
located within a tent with security at all
entries; b) alcohol is served in conjunction
City of Santa Monica Events Policy
19
with food, c) all required approvals are
obtained, and d} alcohol management
practices specified by the City are
implemented.
• Where alcohol is allowed require the
implementation of the following alcohol
management regulations to promote a safe
and enjoyable environment for guests
attending and leaving events and reduce
exposure to liability:
The event organizer is responsible for
securing a license to sell or furnish
alcohol from the State Department of
Alcoholic Beverage Control (ABC).
Before obtaining an ABC license, the
event organizer must first review the
intended operation with SMPD Vice. Vice
then notifies the ABC either that they
have no objection to issuing a license or
that they have objections, providing their
reasons. The event organizer is
responsible for complying with all ABC
guidelines governing the sale and serving
of alcoholic beverages during the event.
• The event organizer must provide a copy
of the ABC permit to the City of Santa
Monica before a Community Event Permit
can be issued for an alcohol related
event.
• The event organizer must provide
commercial general liability insurance
including alcohol and product liability
coverage in limits specified by site.
The event organizer is responsible for
implementing and maintaining controls to
ensure that:
-Alcohol servers are at least 21
years old and have been trained in
responsible alcohol practices.
- No person under the age of 21 is
served.
- No one appearing intoxicated is
served.
- Valid identification will be required
to be shown by any guest who
appears to be less than 26 years in
age. "Hand stamping" or wristband
identification may be required if
attendance is expected to exceed a
total of 2,000 people.
-Alcohol is limited to two cups per
order. Cup size cannot exceed 14
ounces for beer and 6 ounces for
wine.
-Alcohol is dispensed in clear plastic
cups. No cans or bottles may be
,,
dispensed, -- ~ - . , . _. . < _ ~_ ~_ ,.~ ~ ..
~ , ,_.,
~ ,.~, _ _ ~_ , .,.., ~. ~, t . . . . , ' , _
-Alcohol is consumed within the pre-
approved designated areas of the
event site.
- No cans or bottles of alcohol can be
brought into the event site by
guests.
-At least one security personnel must
be stationed at each point of sale
and at each entrance and exit.
- The sale of alcohol must end at
least one half hour before the close
of the event. Police may close the
sale of alcohol at any time during
the event at their discretion.
-The event organizer must hire and
pay for adequate, trained, licensed
and insured private security. Staffing
levels to be determined by the
Community Events Management
Team.
- The event organizer is responsible
for providing alternative
transportation program for
intoxicated drivers; entrance and
exiting gate control; and appropriate
signage including the Surgeon
General Warning.
• Given that alcohol sales generate revenue
for the event organizer on publicly held
land, evaluate the viability charging a flat
fee for permission to sell/consume alcohol.
The fee would be negotiated by the site
manager, based on variables such as
attendance, and whether beverages are sold
or provided to the participants.
City of Santa Monica Events Policy
20
6.6 Vendinq
Vending includes the sale of food, beverages,
merchandise, admission tickets and raffle
tickets. Section 6.36.130 of the Municipal Code
exempts community events from the general
prohibition against vending, however, the City
typically has not permitted vending at
community events. Product sampling is
considered to be a form of vending.
Strategies
• Specify the vending policy applicable to
each site:
• At events in parks, on beaches and on
temporarily closed streets, such as
parades and races, commercial vending
is permitted at City-produced or co-
produced events only, with City
authorization.
• At other sites, including the beach
parking lots, Pier and Airport parking
lots and Third Street Promenade,
vending is permitted in conjunction with
approved community events provided
that all required permits, including
County Health Department permits, are
obtained and all regulations and
conditions of approval are followed.
• Establish the following conditions and
regulations, in addition to County Health
Department regulations, where vending is
permitted:
• Vending activity is limited to the area
within the event site as approved by the
Community Event Permit.
• All vending equipment must be easily
moved and self-supporting. No
equipment or advertising signs shall be
fastened to, attached to or posted on
any tree, parking meter, hydrant,
electrolier, street fixture or other
permanent structure.
• Vending activity must not block, impede
or hamper pedestrian movement or
cause congestion or create any hazard
to the public.
• Each vendor must clean his or her area
of operation and remove all goods and
equipment at the close of the event.
• No live animal shall be sold, bargained,
given or otherwise transferred.
• Vendors of taxable goods or services
must meet State Board of Equalization
permit requirements.
• A business license is not required for
vendors at permitted events.
6.7 Temporary Siqns
The Municipal Code currently permits
"community event signs", which are defined as
"any temporary or non-permanent sign(s)
advertising or pertaining to any civic, patriotic or
community event of general public interesY'
subject to review and approval of the
Architectural Review Board and pursuant to
Section 4.08.490 and 4.08.480 of the Municipal
Code, which permit only city officials and
employees in the performance of a public duty
to hang or fasten banners, signs or other similar
objects within any public street or on any public
property within the City.
Until recently, it has been the City's practice to
prohibit all temporary signs in conjunction with
community events. Interim guidelines have now
been implemented pending approval of the
Community Events Policy.
Strategies
• Permit temporary signs within event sites
provided they are internally oriented.
• Permit the logo of a commercial sponsor to
be included on a small area of the
temporary signs located within event sites
except the logo of tobacco sponsors which
shall be prohibited.
Permit the use of standard City fabricated
vehicular directional signs to event
parking at a series of pre-defined locations
for events that require a Parking/traffic
Management Plan. The City would add the
event name to standard signs and would
City of Santa Monica Events Policy
21
install the signs. The event organizer would
be charged for this service.
Permit directional signs for walks and
races indicating start, finish, turns, water,
first aid and other stations, which may be
installed by the event organizer, provided
that each sign is 1) less than two square
feet in size; 2) attached only to a street light
or other utility pole at a height of between
five and six feet and with an attachment that
does not damage the finish of the pole; and
3) installed less than two hours prior to the
start of the event and is removed within one
hour of the completion of the event; and
provided that a sign program is submitted
as part of the Community Event Permit
application package, and approved by the
City.
• Charge a$25 removal fee for each sign that
does not meet the established standards,
including timely removal.
Attachment B, Figures 1 through 3 illustrate
the proposed vehicular directional signs along
with detailed specifications for each.
Attachment B, Figure 4 shows the proposed
color palette, which is taken from the secondary
color palette of the City's adopted identity
signage program, and the proposed typography,
which matches that of the existing identity signs.
6.8 Recvclinq at Events
The community events application form
encourages recycling and provides direction
regarding whom to contact to arrange for
recycling bins. An event organizer can contract
with either the City or a private service to
provide recycling bins. A brochure with
suggestions on how to recycle at community
events is distributed with the community event
application. In addition, event organizers can
call the phone number on the brochure for
additional assistance.
The City of Santa Monica offers event recycling
support in two forms free of charge:
• Recycling bins (2 cubic yard capacity) for
vendor recycling:
- mixed paper waste (cardboard, paper,
booklets, programs, packaging, etc.)
- cans, glass and plastic: steet cans,
aluminum cans, glass (ali colors,
consumer bottles only), and plastic
(consumer bottles only).
• Recycling barrels (32 gallon capacity) for
event participants: the collection of cans,
glass and plastic. Twelve barrels are
available at a modest deposit, which is
returned at the end of the event.
Strategies
Continue to provide specific suggestions for
how to recycle at community events and
whom to contact to arrange for recycling
collection bins. In particular, encourage the
use of recyclable containers at community
events, providing a list of sources or
manufacturer$ of recyclable containers.
6.9 Waste Disposal at Events
The City currently requires that waste disposal
at community events be provided by an
approved vendor.
Strategies
Continue to require that event organizers
contract only with approved vendors for
waste disposal.
CiTy of Santa Monica Events Policy
22
7. THE FISCAL IMPACT OF
COMMUNTrY EVENTS
7.1 The Cost of Direct Citv Services
Currently, for non-City produced events, the
costs of all services provided at the event are
recovered at the time of the event. For City-
produced and co-produced events most City
departments do not charge for services
provided at an event. For PRC and BDC events
there is a mixture of waived and charged fees
by City departments.
Most of the jurisdictions researched during this
process recover the costs of direct services
provided at events produced by parties other
than the jurisdiction itself. Typically, individual
departments do not charge one another for
providing services at events.
Strategies
• Achieve full cost recovery for direct City
services provided at all non-City-produced
events to the extent authorized.
• For City produced or co-produced events do
not require General Fund departments to
reimburse other General Fund departments.
Require Non-General-Fund departments to
reimburse other departments for their
services.
• Do not require that Community Event
Permit application fees be paid for events
produced or co-produced by any City
department.
• Charge PRC and BDC produced events for
all required City services and fees.
• For each approved event, provide an
estimate of expected City service costs to
the event organizer prior to the event.
• Explore the possibility of a centralized
billing system, modeled after the system
used at the Santa Monica Civic Auditorium,
in conjunction with overall streamlining and
centralizing of the process. This would
include an analysis of additional staff
support required for implementation.
7.2 Administrative Costs
Currently the Building and Safety Division
charges application and permit fees, which
cover the cost of plan review and inspections for
events requiring Buildings and Safety approval.
The Fire Department similarly recovers some
portion of its administrative costs through the
application fee. Other administrative costs,
including the Community Events Liaison and
staff time by other departments to review
applications and issue permits, are not
recovered.
The Event Team, which consists of 20 City
department representatives, was organized in
the mid-1980s. Initially it met monthly to review
event applications. If all members attended,
monthly Event Team meetings would cost an
estimated $20,000 per year. At the present time,
the Event Team conducts business by e-mail
and phone, significantly reducing administrative
costs. Current estimates of all staff time
required to process applications and manage
events of varying degrees of complexity are as
follows:
A typical simple event, such as Easter
Sunrise Services or Peter Rabbit Day,
requires 10 hours of administrative staff
time, totaling $370 (including 25%
overhead);
A typical intermediate event, such as the
MS Walk, March of Dimes Walk or 16 de
Septiembre, requires 29 hours of
administrative staff time, totaling $927
(including 25% overhead); and
• A typical complex event, such as the ESPN
X-treme Games or In-Line Skate Series,
requires 79 hours of administrative staff
time, totaling $3,000 (including 25%
overhead).
Only one of the jurisdictions researched
attempts to recover a portion of the general
administrative costs involved in managing
community events by charging more than a
nominal application fee. Many do not charge an
application fee at all, while others charge a
small fee - typically $25 to $50. Several
jurisdictions charge different fees for non-profits
and for-profit applicants or for free and paid
events. Several also charge penalties for late
City of Santa Monica Events Policy
23
applications or progressively higher fees the
closer the application submittal is to the date of
the event.
Strategies
• Do not attempt to fully recover
administrative costs. Instead, continue to
streamline the process as described herein
to reduce the amount of staff time required
to review applications. Streamlining
includes clarifying and standardizing
requirements, coordinating by e-mail and
phone, and conducting smaller meetings of
relevant department representatives rather
than Event Team meetings.
• Establish a modest application fee and, more
importantly, institute a progressively higher fee
as the application submittal approaches the
event date. The recommended fee structure
for event applications processed through the
Event Team, which is substantialty less than
actual costs as documented above, is:
Proposed Application Fee Schedule
Application Submittal
Weeks in advance of event Fee
Cafegory 1:
16 + ~,reeks $ 50.00
12 - 15 weeks $100.00
8 - 11 weeks $200.00
Category 2:
Events ~ $ 50.00
Cafegory 3
Events $ 50.00
• Develop a fee structure for the Annual
Community Event Permit for privately
operated facilities on leased public land.
7.3 Other Charqes
Currently facility use fees are charged for the
following event sites: Pier parking lot, beach
parking lots and Airport parking lots. Because
these parking lot sites are not traditional public
gathering places, a use charge (in addition to
the cost of direct services and the application
fee) can be required for events at these sites.
Concerns were raised by City staff and
community members regarding events that do
not comply with all of the approval conditions
listed in their event permit and/or events that
bypass the Community Event permitting
process. The City currently has no recourse
except to reject future applications and the
Police department reports that enforcement of
conditions without a penalty is problematic.
Strategies
• Continue charging use fees for parking lot
event sites based on market rates.
• Maintain the option of negotiating altemative
use charges for large commercial events at
public parking lots for purposes of generating
more City revenue.
• E~tablish a penalty or misdemeanor for
conducting an event without obtaining a
Community Event Perrnit.
• Eliminate the current $10,000 race fee and
altematively recover the cost of all direct
services.
7.4 Business Licenses
Currently, the City requires that the event
organizer and every subcontractor working on
an event or vendor/exhibitor at an event have a
Business License (at a minimum fee of $75) and
event promoters pay a$150 per day business
license tax. It is time-consuming for the event
organizer to check with all subcontractors, direct
them to the Business License office, and follow
up to see if they have done so, and for City staff
to monitor compliance.
Strategies
• Continue to require subcontracting supply
and service companies, e.g., catering, valet
and security services, to obtain individual
business licenses.
• Require the event promoter to pay a$150
fee per event day (excluding set up and tear
down) if vending will occur at the event.
City of Santa Monica Events Policy
24
Vendors and exhibitors at the event will not
be required to obtain a business license.
Promoters will not be required to pay the
$150 per event day business license tax for
events permitted through the Community
Events Permit process. The $150 per event
day vending fee will be charged for all
events at which vending occurs, regardless
of whether the event is for profit or
charitable purposes or whether the sponsor
is a for-profit or not-for-profit entity.
7.5 Fee or Charqe Waivers or
Reimbursements
Currently, fees for direct City services or
charges for facility use are sometimes waived
by City Council for events produced by
community-based organizations or for other
events that provide positive benefits to the City.
Race fees may be waived by City Council and
typically are for community-based organizations.
Strafegies
• No change from current practice is
recommended. However, it is recommended
that the race fee be eliminated (see Section
7.3), so that waivers of that fee will no
longer be required.
City of Santa Monica Events Policy
25
8. IlVIPLEMENTATION • Police Permit. Revise Municipal Code
Sections 4.08.580, 4.~8.590 and 6.14.070
8.1 Implementation MeChanism to note that the Police Chief's signature
will be required on all Community Event
As detailed more fully befow; the strategies permits for events held in streets or
outlined in this policy document will be alleys.
implemented through a number of inechanisms
including, revising the City's existing
Administrative Instruction II-4-4, revising
existing City ordinances, and adopting fee
resolutions.
Strategies:
• Revise Administrative Instruction II-4-4 to
reflect the policies and procedures set forth
in this policy document.
• Adopt an ordinance establishing a
misdemeanor for conducting a community
event without obtaining a Community Event
Permit.
• Establish Community Event Permit
application fees, vending fees, and
neighborhood notification fees.
• Revise Existing Municipal Code Sections
• Business Tax. Revise Municipal Code
Sections 6.04.190, 6.08.200, 6.12.010 9(fl
Tax Rate Group VI. Rescind individual
business license for exhibitors/vendors at
events. Eliminate the $150 per event day
business license tax for event promoters,
charging instead a$150 per day vending
fee to be collected as part of the
Community Event Permit application.
• Parade Routes. Revoke Resolution 7~11
(CCS), including $10,000 race fee,
replacing it with language in the
community event ordinance as noted
above.
• Signage. Revise Municipal Code
Sections 4.08.480, 4.08.490.
• Fire Hazards. Revise Municipal Code
Section 4.55.100 to allow events that
receive a Community Event Permit to be
exempted from the prohibition on fires
and barbecues at City-produced events in
City parks.
City of Santa Monica Events Policy
26
Community
Events Policy
Attachment A
Eve nts Ad m i n i strative
Instruction
City of Santa Monica
May 2000
ADMINISTRATI ~VE INSTRUCTION
Subject: EVENTS
Effective Date: JANUARY ~, 1992
Number: II-4-4
Page: ~ of 11
I. PURPOSE
~To establish policies and procedures for the pracessing of Event
Permit Applications sa that public health and safety and the interests of
Santa Monica residents are pratected. This wi71 be accomplished by good
communicatian and coordination among affected City departments. It a7so
sets forth criteria to be cansidered in approval of event permit
applications.
II. SCOPE
This regulation applies to all City departments, the Pier Restoration
Corporation and Bayside District Corporation when involved in the special
event permit process.
III. DEFINITIONS
1. Event means the following:
a. Any organized formation, parade, procession or assembly
consisting of persons, animals, vehicles, or any combination thereof,
traveling in unison and with a common purpose upon any public street,
highway, alley, sidewalk or other public way which does not comply with
normal and usual traffic regulations or controls; or
b. Any other organized activity or set of activities conducted
by an individual, group or entity for a common or collective use or benefit
and which involves the use of public facilities on City property ar the
possible or necessary provision of City services.
c. Examples of events within this definition include, but are
not limited to parades, circuses, festivals, co~nunity events, mass
participation sports (marathons and running events, bicycle races or
tours), "over-the-line" tournaments, etc., or spectator sports (foatball,
basketball, baseball games, surfing and water sports.), gatherings held on
City property with an impact on public property.
d. Events booked at the Carousel or Civic are excluded from
this Administrative Instruction. Notification of major events at the
Carousel or Civic however will be made to the Event Team and City Council
if such events have a significant impact on City streets or public spaces.
:If
~ ~ . .
~~ ~
Subject: E`TENTS
Effective Date:
JANUARY 1, 1992
Number :
Page: 2
'~~
IZ-4-4
of ~1
e. Events held at the Santa Monica Airport shall be reviewed by
the event team and are subject to approval and permitting by the Santa
Monica Airport Director.
2. Santa Monica_Event Team: Representatives from the Departments
of Cultural and Recreation Servi~ces, City Manager's Office, Fire, Po~ice,
Transportation, Community Development, Land Use and Transportation
Management, 6eneral Services, Finance, Airport, the Pier Restoration
Corporation and the Bayside District Corporation. Divisions to be
re~resented include: Risk Management, Planning, Parking and Traffic, Pier,
Business License, Arts and Civic Auditorium. The Cultural and Recreation
Services Department will administer the application process and communicate
with applicants as to decisions of the Event Team.
IY. EVENT MANAGEMENT APPLICATION RESPONSIBILITY
1. The Director of Cul~ural and ,e~reation Services, or his or her
designee, is responsible for:
a. Assisting special event applicants in providing complete
information and in obtaining all necessary approvals.
b. Ensuring effective coordination and communication among City
departments and among other agencies which are affected by a special event.
c. Assisting the applicant in properly planning the evert and
providing for all items and costs necessary to protect public health and
safety.
d. Communicating final approval to those event sponsors which
pose no unreasonable difficulties for City departments and other agencies,
and to negotiate with special event applicants if changes are needed in
plans for events.
e. Scheduling meetings for those events which need to be
modified or denied because of potentially insurmountable or non-negotiable
factors or conditions.
f. Providing information to the City Manager.
g. Evaluating foilow-up reports and co~rdinating proper payment
of and accounting for fees, deposits and bonds.
h. Representing the City with regard to major special events
brought to or made available to the City of Santa Monica.
i• Preparing and administering requests for proposals,
agreements, staff reports, procedures and policies needed for special
events.
Subject: EvENTS Number: II-4-4
Effective Date: JANUARY i, 1992 Page: 3 of 11
V. EYENT TEAM MANAGEMENT RESPONSIBILITIES
1. Event Team Chair - Director of Cultural and Recreation Services:
Schedule and chair meetings.
2. Event Team Administrator - Administrative Analyst, Cultural and
Recreation Services Department:
a. Distributes applications upon request.
b. Prepares meeting agendas, copies of applications for all
team members.
c. Natifies team members of scheduled meetings.
d. Notifies all applicants of team's decisian(s).
e. Notifies applicants of all requirements, business licenses,
permits, deposits, insurance, bonds, etc.
f. Insures deadlines are met for submittals.
g. Directs applicants to non-City agencies that may be affected
by the event or which may have separate requirements or
permits because of the nature of the event.
h. Prepares staff reports to City Council as required.
i. Schedules meetings with event applicants to discuss items
pending under Event Team consideration.
3. City Manager's Office - Administration:
a. Advises the City Manager of upcoming events.
b. Seeks Manager authorization when Team has specific concerns
about the appropriateness of certain events and/or event
location/activities.
c. Prepares informational material for the City Council when
appropriate.
4. Fire Marshal: !
a. Insures event does not impede Fire ~r Paramedic vehicle
access.
b. Approves procedures for handling of vehicle fuel or liquid
petroleum gas.
Subject: EVENTS
Effective Date:
.. ..... ~~~~
Number: ~t-4-4
JANUARY ~, 1992 pa~e: 4 of 11
c. Approves procedures for use of cooking equipment.
d. Approves any tent, canopy, fabric enclosure or air supported
structure.
e. Approves use of any open flame device including space
heaters.
f. Approves use of portable generators and associated wiring.
g. Approves occupancy and spacing of tables, enclosures, and
exiting.
h. Approves all pyrotechnic special effects e.g., fireworks,
explosive devices
i. Approves assignment of Fire Personnel and provides
associated cost estimates in writing to applicant.
5. General Services Department:
a. Administration - provides information, rules, requireme~ts,
and issues permits for banners, use of p~blic property
(equipment, materials or structure storage).
b. Administration - Establishes damage/clean-up deposit and
other requirements and fees in writing to insure public
property area is left clean and in good repair.
c. Streets Division - issues safety equipment (flashing
barricades, delineators, etc_) and insures enforcement on
public streets or right of ways. Informs Team of impact on
any ongoing street repair or construction projects.
d. Solid Waste Management - provides trash containers, special
clean-up (animal), or other conditions, as necessitated by
various aspects of the proposed event.
e. Water/Wastewater - arranges for sewer or water hook-up as
required and insures payment of fee for provision of
services.
6• Risk Manager: ~
a. Establishes insurance limits and specifications as required.
Minimum insurance limits are:
1. Comprehensive General Liability - one million dollars
(SI,000,000) combined single limit per occttrrence for
bodily injury and property damage.
Subject: EVENTS Number: II-4-4
Effective Date: JANUARY i, 1992 Page: s of i~
2. Comprehensive Automobile Liability - one million dollars
(S1,000,000) combined single limit per accident (only
required when appropriate).
b. The City of Santa Monica, members of its City Council,
boards and cortmissions, officers, agents, employees and
volunteers are to be covered as insureds with respect ta:
liability arising out of activities performed by permittee
related ta said permit; coverage sha71 contain no special
limitations on the scope of protection afforded to the City,
members af the City Cou~ci7, boards and commissions,
officers, agents, employees and volunteers.
c. Permittee's insurance coverage shall be primary insurance as
respects the City of Santa Monica, members of its City
Council, boards and commissions, officers, agents, employees
and volunteers; any insurance or self insurance maintained
by the City, its officials, employees and volunteers shall
be excess of Permitee's insurance and shall not contribute
to it.
d. Each insurance policy required by this clause shall be
endorsed to state that coverage shall not be suspended,
voided, cancelled, reduced in coverage or in limits except
after thirty (30) days written notice has been given.
e. Permittee agrees to defend, indemnify and hold f~armless the
City of Santa Monica, members of its City Council, boards
and commissions, officers, age~ts, employees or volunteers
from any claim, liability, judgment, or damage arising out
of or resulting fram the exerc~ise of the rights granted
hereunder, regardless of any active or passive negligence by
the City; except when such liability arises from the sole
negligence or wrongful misconduct of ~he City.
7. Police Department - Operations Division, Administrative Sergeant
a. Plans Police Department emergency vehicle access and traffic
safety related to street clasures, if any, necessitated by
the event. Responds to disturbing the peace complaints in
regard to nuisance noise generated by events.
b. Ensures that applicant will provide as conditions of permit
approval, when necessary and appropriate, sufficient number
of Police personnel, adequate barricades, cones and
no-parking signs; portable toilet and first aid facilities;
interrral security and crowd control; nighttime lighting; and
any other requirements necessary to protect the public
health and safety. Cost estimates will be provided to
applicant in writing.
Subject: EVENTS
Effective Date: JANUARY ~, ~992
Number: II-4-4
Page: 6 of ~1
c. Works with event sponsor to plan any Police department
involvement in the event and to review conditions of
approval. The responsibility to initiate co~tact rests with
the event sponsor or representative of the sponsor.
d. Insures conformity to applicable state laws, municipal code
and ABC licenses.
e. Requires additional licenses or permits when appropriate.
8. Land Use and Transportation Management:
Planning and Zoning Division -
a. Reviews application for compliance with City Zoning Code,
Bui7ding and Safety Codes and ather City policies and
procedures, to ensure that proper permits are obtained.
b. Responds to naise complaints generated by events, takes
noise measurements and places noise limitations on event, if
required.
Parking and Traffic Division -
a. Evaluates the impact of the event on the City street system
and establishes any special conditions.
b. In conjunction with the Police and Fire Departments,
evaluates road closures and establishes detour routes and
traffic control plans.
c. Leases public on-street and aff-street parking spaces.
9. Transportation Department -
.
a. Evaluates the impact of the event on the City bus routes and
establishes alternate routes if needed.
b. Determines the most feasible bus stops for alternate routes
and posts notices for passengers.
c. Notifies Southern California Rapid 7ra~sit District if event
will impact their routes or services.
10. Arts Commission -
Provides technical and artistic review on ara as-needed basis. ~
Subject: Ev~NTS Number: II-4-4
Effective Date: JANUARY 1, 1992 Page: ~ of ii
11. Civic Auditorium -
Evaluates impact of proposed events on scheduled and proposed
Civic Auditorium events.
12. Airport -
_ a. Pre-screens applicatioris for each event regarding impact of
an event on Airport operations or surrouriding community.
b. Informs prospective applicants of Airport event procedures
(e.g., available locations, permissable activities,
sponsors, etc.) and directs applicant to Cultural and
Recreation Services Department for Event Team application.
c. Issues related permits and collects fees far any necessary
payments for rental of space, closure of facilities or
assignment of personnel.
d. Reviews and approves special parking requirements related to
the event.
e. Requlates the use of airplanes in ar~ event through the
Airport Noise Abatement code.
f. Coordinates event sponsors or representatives with
appropriate services wfien necessary.
13. Pier Operations Manager and Pier Restoration ~arporation -
a. Pre-screens applications for each event an the Pier to
define available calendar dates.
b. Informs prospective applicants of Pier ~event procedures
(e.g., available lacations, weight limits, permissible
activities, sponsors, etc.), Pier fees and directs applicant
to Cultural and Recreation Services Depa~tment for Event
Team application.
c. Coordinates event sponsors or representatives with
appropriate City Departments for additio~ai services when
necessary. _
d. Review applications as members of Event Tea~_
14. Bayside District Corporation
a. Pre-screens applications for each event on the Third ~treet
Promenade to define available calendar dates.
Subject:
EVENTS "
Nurnber: z~_4_~,
Effe ctive Date: JANUARY 1, 1992 P 8
a ge • of l i
, b• Informs prospective applicants of
procedures e, Bayside District event
activities, sponsors, aetc~)bland ~d~reCtns, permissible
Cultural and Recreation Services Department fo r1EventSTeam
application.
c. Coordinates event sponsors or
appropriate services when necessary, representatives with
d. Review applications as a member of Event Team_
VI• POLICY GUIDELINFS FOR APPROVING SPECIAL EYEHTS
The size of the group, activity level and need for City resources,
determine the level of review by the Event Team.
Generaily, small private parties with minimal traffic, environmental
or noise impacts may be approved by CARS staff after discussion with the
Police Department and City Manager's Office. Such approval can be granted
on the condition that all laws will be obeyed and that adjacent neighbors
will be notified of the event. Neighbor complaints may cause termination
of the event. Complainants may ca71 the Police Oepartment to register any
complaints.
A gathering may be determined to be an event subject to full Event
Team review when the following conditions are proposed:
1. any structure or fore i gn equi pment or pl atform i s pl aced on C i ty
property;
2. the activity level in terms of people in attendance or vehic]es
parked requires mitigation measures;
3. the presence of motorized equipment or machinery, and
4. the presence of cooking equipment or building fires/barbeques.
The following general rules govern Event Team approval:
1. The event must be non-intrusive, non-hazar~ou5 and not damaging
to the environment.
2. The Event Team must minimize or mitigate i~trusion into
residential areas.
3. Events of a commercial nature or for self-promotion will not be
considered.
Subject: Ev~NTS Number: II-4-4
Effective Date: JANUARY i, ~992 . Page: 9 of 11
4. Noise impacts must be mitigated to be consistent with current
noise ordinance restrictions and within allowable noise limits. Although
amplification on the beach is generally discouraged, speakers, when used,
should be directed towards the water and kept within noise limits.
5. Parking and vehicle management plans must be provided so that
neighbarhood intrusion is minimized.
- ~6. Events proposed by non-profit organizations should demanstrate a
benefit to Santa Monica or be sponsored by Santa Monica-based groups.
Events proposed by groups with no Santa Monica affiliation wi71 not be
given priority.
7. Events on public property (except as noted in Section III.l.d)
involving the sale or distribution of alcohol are discouraged.
8. Palice and other staff costs will be determined on a case by case
basis, as will the need for event insurance and liability coverage.
VII. PROCEDURES
Artinn
i. After making inquiries
for an individual event,
obtain application permit
from Cultural and Recreation
Services.
Responsibility Due Oate
Individual any time
proposing event of Month
2. Submit completed application
and all necessary accompanying
information.
3. Review individual event
application.
Individual Last Monday
proposing event of ~tonth
Event Team Last Tues.
of ~fonth
4. Accept or deny request, and Event Team ~ast Tues.
determine what permits, fees, etc. ~f Month
are required. Fee estimates will
be provided in writing by the
appropriate department to approved
applicants.
5. Notify requesting individual Administrative i~st iJed.
or group of Event 7eam meeting Analyst, ~f Month
evaluation of event and forward Cultural and
a letter indicating requirements. Recreation
Services
Subject: EVENTS -~~'
Number: II_4-4
Effective Date: JAIt1UARY i, 1992
Page: ~o of 11
6. Insure all permits, fees, Administrative
deposits, insurance requirements, Analyst,
etc. are met by requesting group. Cultura] and
Recreation
~ Services
l. Refund deposits, etc.
after event. APpropriate
~ department
YiII. FORMS
1. Event Application
2. Insurance
Week prior to
event date
Week after event
is he7d
IX. SOURCES OF ADDITIONAL INFORMATION
1. Director of Culturai and Recreation Services
IX. AUTHORIZED BY:
V~ ~ '
John Jalili
City Manager
(aievent)
Community
Events Policy
Attachment B
Si na e S ecifications
g g p
City of Santa Monica
May 2000
_ _ _ _
Figure I ~
Yehicular Directional Sign in Context ~
Vehicular Signnge Route
10 fwy to fhe South Beach lof
~ 4fh Street Exit
- leh on 4th Street
- right on Pico
~ left on Ocean Avenue
~ right on Bicknell inlo the
parking lol/klosk
atx st~eef tx~t
Figure 2 ~
Vehicular Directional Sign Locations on Initial Route ~
ae•
5U7' ~
r
iT ~
r
7
R9
~ 81/8" ~ D1
RERECIIVE VINYL
Ta MATCH 3M
- ww~u~n wm
DARK BLUE)
Event 4~~~HE~~
z, n aa°
---- ----- - i
~ ~
~~~~
A34t"G~PHEIGHi
""__'_'J
i""'
, z'
O TWO LINE MESSAGE FRONT ELEVATION
scale : 3/4"=1'-0"
P8 REFLEC711~E V1NYL
PANEL i0 MATCN
pAN1INJE PURPLE U REFLEGTIVE V1NYL
ARROW TO MATGH
/- ~~ PHNTONE 382 U
Event
REFLECTi1~ 1~NYL
5Tf~ID?0 MATCH
GPNTONE PLRPLE U
ROiAiABLE PRROW 015K
Z ONE LINE MESSAGE FRONT ELEVATION
scale ; 3/4"=1'~0"
~- P10 REFLELTIVE VIM'~
'7' TO MATCN
PANTONE 3A2 U
2l/1'
~5"-~--,~- 3 PARKING "P° FRONT ELEVATION
scale : 3/4"=1' 0"
4"~ ~ ~ ~~
O ARROW DETAII
scale : 3/4"=1'•0"
CENIER PPRKING GIRCLE ON
F05T, ~' ABOVE TEMPORARY
PPRKINGDIREGil0~V.51GN ~
~
EQ
~
43k1"CAPHEIGHi
EQ
~ ALIGN iEMPORPRY 51GN
FLUSN Wi'M EXI511NG 51GN
P10 REF1EL111cV1NYl.
51GN TO MATCH
GANTONE 38211
Pi PILTYPE VINYL:
;M FORMULA k711
snip: silkscreen wllh 1/ 16" max. Irapping
ink rype: 880 Series, all Inks shall be transparent processing inks formulaled from
3M fo~mulas w/880 serles clear coat
ugn makrial: .080" ihlck (la~ blade 5052 H38
a~ alloy. aluminum
b~ signs shall be produced with 3M Scotchlile Diamond Grade UIP
Refleclive Shee~ings
ryps/bnanpacing: a~ use Frul~ger 8old f~om Gerber Syslem as lypeface on all ~~
tempo~ary evenlsign messages
sgn haight: moun~ed 6" above existing Cily of Santa Monim sign
gmHi~i aoming; 1 150A or FCaI ~Zumar tecommends~
ques~ion:: please call Selbed Perkins Design ~310~ 66A9100
~
i
~ STANDARD METAL STRAP
ATfACHMENT TO MATCH
~ PERMAFffNT 51GN 5Y5iEM
i
~
3~
--) Event
~
6"
~
n CONiEXT FRONT ELEVATION
scale : 3/4"=1'-0"
~ EXISTING
b CONTEXT SIDE ELEVATION
scale : 3/4"=1'-0"
Figure 3 ~
Vehicular Sign Specifications ~
CIiY OF SANTA MONICA IDENTITY COLOR PALETTE
Pl 3M Formola #711 P~ Panfone 2718 U i3 Pantone 137 U P~ Panlone Warm Red PS Pan~one 327
Dark Blue ~ight Blue Gold Warm Red Green
C~iY Of SANTA MCNICA TfMPORARY EVENTS COLOR PALETTE (AUXILIARY/BRIGHT COLORS)
Pd Pan~one 185 U P~ Panfone 115 U PB Panfone Purple U P9 Pantone 266 U P~~ Pantone 382 U P~ ~ Panlone 3135 U P~~ Pantone 3252 U
Red Yellow Fuchsia Purple Bright Green Teal Minf
TYPOGRAPHT
ABC DE FGH IJ KLMNOPQRSTUVWXYZ
abcdef hi'klmno rstuvwxyv
g I pq
1234567890
frufiger Bold from Gerber 5ystem
Figure 4
Color Palette and Typograpy for Signs