Tài liệu SPECIAL EVENT PLANNING GUIDE: Information to assist you in the completion of your Citywide Special Event Permit Application docx

LINK DOWNLOAD MIỄN PHÍ TÀI LIỆU "Tài liệu SPECIAL EVENT PLANNING GUIDE: Information to assist you in the completion of your Citywide Special Event Permit Application docx": http://123doc.vn/document/1050113-tai-lieu-special-event-planning-guide-information-to-assist-you-in-the-completion-of-your-citywide-special-event-permit-application-docx.htm

______________________________________________________________________________
City of San Diego 5 Special Event Planning Guide
OSE 1.2

APPLYING FOR A CITYWIDE SPECIAL EVENT PERMIT
San Diego is a city that celebrates special events. From major conventions and international
sporting events to community-based festivals, parades and athletic activities, the City of San
Diego is proud to host thousands of events each year. It is our goal to enhance the vitality,
quality of life, and economic prosperity of San Diego through the support of special events in San
Diego.
The following information has been developed to guide you through the Citywide Special Event
Permit Process and to provide you with guidelines and requirements associated with special
event management in the City of San Diego.
As you read through the Planning Guide and complete the Citywide Special Event Permit
Application, please be aware that these documents have been developed to address a wide span
of event types and elements. You need only provide information to us about the elements of
event planning that relate to your particular special event.
On behalf of the City of San Diego thank you for contributing to the spirit and vitality of our
community through the presentation of your event.

Citywide Special Event Permit Application
You can obtain a Citywide Special Event Permit Application from the City of San Diego’s website
at www.sandiego.gov/specialevents.
Events or organized activities for 75 or more people that involve street closures or include event
components requiring the coordination of a number of city departments or other agencies such
as the use of alcohol, on-site cooking, food sales, or large-scale temporary structures typically are
reviewed through the Citywide Special Event Permit Process. Examples include festivals,
parades, runs/walks, farmer’s markets and other planned group activities.



______________________________________________________________________________
City of San Diego 6 Special Event Planning Guide
OSE 1.2

Application Designed to Assist Event Organizers
The Citywide Special Event Permit Application has been designed to assist event organizers and
serve as a guideline for the development of event plans that comply with local, state, and federal
codes, laws, policies and regulations governing activities associated with the production and
management of special events.
As an event organizer it is your responsibility to assess the venue, environment, anticipated
attendees, and event components of your proposed event in order to develop and implement
management strategies that ensure the safety of your guests, citizens, and the surrounding
environment affected by your event.
By applying for a special event permit, you and your representatives agree you have the sole
responsibility at all times to be knowledgeable about, fully understand, and to meet or exceed all
local, state and federal codes, laws, policies, and regulations associated with the proposed event
and its related activities including but not limited to the provisions of the San Diego Municipal
Code, Citywide Special Event Permit Application, Special Event Planning Guide, other city
documents, permits, requirements and/or correspondence. You and your representatives also
agree to accept the venue in an as-is condition and inspect all areas within the event venue and
immediate surrounding areas for hazards and take any reasonably necessary actions to protect
event participants and attendees until corrective/remedial measures are implemented.

Application Submittal Deadline
The San Diego Municipal Code requires permit applications to be submitted no later than sixty
(60) days prior to the actual date of your event and allows applications to be submitted as early
as two years before the event date. At the sole discretion of the City of San Diego, you may be
authorized to submit written amendments to your initial permit application due to unique or
changing circumstances related to the event. Amendments to your permit application must be
submitted to the Office of Special Events. Information requested by a designated reviewing
authority that clarifies information already provided in the permit application may be submitted
directly to the requesting entity.


______________________________________________________________________________
City of San Diego 7 Special Event Planning Guide
OSE 1.2


Application Must Be Complete
Under the provisions of the Special Events Ordinance, the City of San Diego is not required to act
upon an incomplete permit application. This means that a permit application will not be
approved or denied and you will not have administrative recourse rights to a denial hearing if you
have not provided the required information as set forth in the Special Event Planning Guide and
Citywide Special Event Permit Application. It is therefore important to provide all required
information and documentation in a timely and complete manner throughout the permit review
process.
For an application to be considered complete, applicants must submit the following minimum
information required in sections of the Citywide Special Event Permit Application in sufficient
detail that the material can be understood and assessed:
 Host Organization Section (Complete)
 Event Summary Section (Complete)
 Event Infrastructure Section (All aspects that relate to the specific event)
 Operational Plan Section (All aspects that relate to the specific event)
 Site Plan/Route Map Section (Complete)
 Community Outreach Section (Complete)
 Insurance Section (Complete including all required certificates of insurance and
endorsements)
 Signature Section (Complete)
 Any required documentation relevant to the permit application processes and
requirements set forth in the Special Events Planning Guide and Citywide Special
Event Permit Application. (Complete)
Applicants are responsible for obtaining all permits, authorization and/or exemptions required by
other agencies with jurisdiction for any element of the event (e.g. Alcohol Beverage Control
Permits, Health Permits, California Coast Guard, California Coastal Commission approval, etc.).



______________________________________________________________________________
City of San Diego 8 Special Event Planning Guide
OSE 1.2

Application Fee
The following fees have been approved by the San Diego City Council and apply to Special Event
Permit Applications:

 $150 for applications received sixty or more days prior to an event.
 $10 per business day late fee in addition to the $150 application fee for permit
applications submitted less than sixty days prior to an event.
 Application and Late Fees are non-refundable.
You will be invoiced for your application fee once your special event permit application has begun
the permit review process. Please do not submit payment with your permit application.
The special event permit application fee partially offsets the cost of reviewing your permit
application and coordinating the event review process. Payment of the application fee does not
guarantee that your special event permit application is complete nor does it guarantee that any
or all aspects of the application will be approved. Your willingness to pay a late fee does not
guarantee that the City of San Diego will be able to process your permit application due to time
or staffing constraints.



Other Costs and Fees
In addition to the permit application fee, you may be assessed other city permit fees, department
rates and fees, costs and fees associated with personnel or resources provided to your event by a
city department, program or division, as well as fines that may be assessed by the city for the cost
to repair and/or restore any public property damaged by an event receiving benefits under the
provisions of the Special Events Ordinance.



______________________________________________________________________________
City of San Diego 9 Special Event Planning Guide
OSE 1.2

Reserving Event Venue Space
If your event will take place on property other than, or in addition to, city streets and public right-
of-ways, you are required to secure use of your desired venue prior to submitting your Citywide
Special Event Permit Application. If you plan to hold your event on a city beach or at a city park
you must contact the appropriate division or facility manager within the Park and Recreation
Department to secure the use of the proposed venue. Your Citywide Special Event Permit
Application is not complete without authorization from the Park and Recreation Department to
use the requested venue.
The Park and Recreation Department does not permit special events in Mission Bay Park,
Shoreline Parks and Balboa Park from Memorial Day weekend through Labor Day due to the
summer event moratorium. A waiver to apply for a special event permit to hold a special event in
these parks during the summer moratorium or other moratorium time periods must be obtained
from the Park and Recreation Department and submitted with your Citywide Special Event Permit
Application. The process to obtain a waiver includes, but is not limited to, presenting the
proposed special event to the area park committee and receiving an endorsement for the waiver
from the committee with final authorization granted by the Park and Recreation Director. Some
events may also require California Coastal Commission review.

Special Events Calendar
The Office of Special Events maintains the City of San Diego Calendar of Special Events that
details community events scheduled to take place on public property. Information contained in
your permit application may be used in developing the Calendar of Special Events. The calendar
can be accessed at www.sandiego.gov/specialevents.
Events are added to the calendar from permit applications as they are received. The listing of a
special event on the calendar does not guarantee that a permit will be issued. Because the
application submission time requirement is as few as sixty (60) days prior to an event, some
special events may not be listed until the month in which they are scheduled to occur. If you
cannot find information about an event in the current year, review the events that occurred


______________________________________________________________________________
City of San Diego 10 Special Event Planning Guide
OSE 1.2

during the prior year. Most events held in one year will repeat again, usually within the same
time frame and sponsored by the same organization.
Events and recreational programs scheduled at city parks and recreation centers that receive
permits directly through the City of San Diego Park and Recreation Department may not appear
on this calendar. However, community events in Balboa Park, Mission Bay Park and along the
Coastline Park Region are typically represented on this calendar. Periodically, events of
significance or great public interest are included in the City of San Diego Calendar of Special
Events.
The calendar is not intended as a promotional vehicle for private events or for events held on
private or commercial property even though the event may be sponsored by a non-profit
organization and open to the public. The City of San Diego reserves the right to determine the
events and content included in the Calendar of Events.

Business License
City of San Diego Municipal Code Section 31.0121 states that no person shall engage in any
business, trade calling, or occupation until a certificate of payment is obtained. Self-employed
persons and independent contractors are also required to pay a Business Tax. A separate
Business Tax Certificate must be obtained for each branch establishment of business location.
New businesses must register with the Business Tax Program no later than 15 days from the
business start date to avoid late fees. Additional information can be obtained at
http://www.sandiego.gov/treasurer/taxesfees/btax/btaxfaq.shtml

Possessory Interest
In some cases, a Special Event Permit may result in a taxable possessory interest and subject you
to the payment of property taxes. A possessory interest is the taxable value for the private use of
public property. Contact the San Diego County Tax Assessor’s Office for additional information.


______________________________________________________________________________
City of San Diego 11 Special Event Planning Guide
OSE 1.2


Event Cancellation
If you cancel or reschedule the date of your proposed event or any permitted elements of the
event, you must notify the Office of Special Events in writing no less than 48 hours in advance of
the set-up time for your event. Should personnel or other resources be dispatched to support
your proposed event or an event activity that has been cancelled, the Host Organization will be
assessed the cost of the services provided.

Final Permit
The final permit issued by the City of San Diego is valid only for the venue area(s) and event
activities, including set-up and dismantle, depicted on your site plan and as described in the
Citywide Special Event Permit Application and any attachment and/or amendments made to the
application during the review process. The City of San Diego may place conditions or not approve
all venue areas and/or activities requested in the permit application. Failure to comply with the
terms and conditions of the permit, additional requirements of the City of San Diego, or
requirements established in the Special Event Planning Guide may result in the immediate
cancellation of the event, denial of future special event permit applications or the requirement of
a cash deposit or surety bond.

Official Information
Your special event permit application, along with documents, plans and information you submit
to support the application, will be used by the City of San Diego for official city purposes only. To
that extent, the city seeks to maintain the confidentiality of the information submitted to
encourage complete and proper disclosures so that fully informed decisions can be made by the
city regarding the issuance of special event permits. Furthermore, the city seeks to protect
legitimate interests in the privacy of applicants’ business dealings and relationships as well as


______________________________________________________________________________
City of San Diego 12 Special Event Planning Guide
OSE 1.2

taking reasonable precautions to protect public safety at all times. Therefore, as a general
matter, such information shall not be provided except as set forth in this section or as required by
state or federal law.
The city recognizes that the public has a legitimate interest in possessing information concerning
special events, particularly as they directly relate to potential impacts of the event on the
surrounding area. In this regard, the following information on your special event permit
application and any attachments and supporting documents included thereto are subject to
public disclosure: Event Title; Event Summary; Name and Contact Information for the Host
Organization and Designated Primary Contact; Website Address of the Host Organization; Dates
and Times of the Event; Projected Attendance/Participants; Location of the Event;
Participation/Attendance Fee(s); Additional Listed Public Contacts; Community Outreach Efforts;
and Signature Page. In addition, the final permit issued by the city and any invoices for city
services as well as other rates/fees charged by the City and documentation regarding payments
made to the City in connection with a special event are subject to public disclosure.

_________________________________



______________________________________________________________________________
City of San Diego 13 Special Event Planning Guide
OSE 1.2

CITYWIDE SPECIAL EVENT PERMIT PROCESS
The Citywide Special Event Permit Process (Citywide Process) is managed by the Office of Special
Events and supported by the Citywide Special Events Management Team (Citywide Team).
The team is comprised of representatives from city departments, divisions, and programs, along
with other public agencies that may be affected by or have regulatory authority related to
elements found in your event. The Citywide Process provides a coordinated approach to the
planning, review, and on-site management of your event.
The permit process begins when you submit your permit application to the Office of Special
Events. All attachments and supporting documentation should be submitted with the original
application. Acceptance of your permit application or the initiation of the review process does
not deem your permit application to be complete, nor should submission of a permit application
be construed as final approval of your request.
Throughout the permit review process you may clarify your permit application by providing
information or documents requested by a member of the Citywide Team. At the sole discretion
of the City of San Diego, you may be authorized to submit written amendments to your initial
permit application due to unique or changing circumstances related to the event. Amendments
to your permit application must be submitted to the Office of Special Events. Delays in providing
additional required information may affect the ability to finish reviewing your permit application
in a timely manner or result in the determination that your permit application is incomplete and
cannot be acted upon.
The City of San Diego will do its best to keep you apprised of any issues regarding your permit
application throughout the review process. In most instances Citywide Special Event Permits are
issued only a few days in advance of the event date due to the many changing components of an
event.




______________________________________________________________________________
City of San Diego 14 Special Event Planning Guide
OSE 1.2

Meeting with the Citywide Team
The Citywide Team holds production meetings throughout the year with event organizers for the
purposes of pre-event coordination, post-event evaluation, and discussion of special needs or
issues unique to an event or community. Production meetings also provide event organizers with
feedback regarding proposed new events. If you would like to meet with the Citywide Team,
please contact the Office of Special Events.
TOPICS OF DISCUSSION
As the event organizer, you will present your event plans or issues to be discussed to the Citywide
Team. Meetings are managed in a roundtable discussion format.
If the topic of discussion involves information contained in an application already on file with the
Office of Special Events, copies of it will be distributed to meeting attendees prior to the meeting.
If material has not been provided to the Office of Special Events prior to the meeting, bring
fifteen (15) hard copies of each permit application, map, or plan to be discussed.
Following are common topics of discussion at production meetings:
 Venue Design
 Type of Event
 Event Components (such as music and
other activities)
 Set-up and Dismantle Plan
 VIP/Dignitary Presence
 Alcohol Management
 Cash Management
 Security Responsibilities
 Storm Water Management
 Recycling/Trash Plans


 Insurance Requirements
 Traffic Management Plan
 Americans with Disabilities (ADA)
Compliance
 Community Support/Issues
 Illegal Vendors
 Additional Required
Permits/Approvals
 Cost Reduction Strategies
 Other