POLICY OBJECTIVE: To establish a review procedure for special event not sponsored by the City or held inside the Civic Center buildings that propose to utilize City-owned and/or privately owned facilities and property in order to minimize impacts on surrounding land uses, direct costs to the City, and other potential liabilities, which could result from such events.
DEFINITION/SCOPE: All events of a short-term, temporary nature, held within the City that require exclusionary or specialized use of a City facility (other than Civic Center buildings) generally accessible to the public, or that are held on commercial, institutional, and/or industrial property.
1. All interested parties requesting permission to have a special event in the City of Loma Linda shall submit a Special Event Application at least 30 calendar days prior to the event. The following items shall be submitted with the Special Event Application:
a. Plot Plan/Diagram. Submit 8 copies of the area plot plan and 8 copies of the floor plans for the proposed special event. The plot plan should include, but not limited to: an outline of event, street and street closures, egress and ingress for emergency vehicles, moving route (direction of traffic, location of barriers and barricades), removable fencing, emergency access, first aid facilities, stages, tents, other temporary structures, food booths/cooking area, vendors cooking with flammable gases or barbecue grill, generators, vehicles/trailers, first aid, exit locations, and event components that meet accessibility standards. Event name and contact information shall be on the plans.
b. Copy of Waiver Form. City of Loma Linda must be included on your event waiver form or hold harmless sheet that participants sign. Provide a copy of the sheet or language.
c. Manufacturer's specifications and fire rating information if a tent(s) or other type of temporary shelter will be used;
d. Traffic Control Plan, 8 copies, including any necessary directional devices and street closures for the proposed event, depending on the magnitude of the event and/or if traffic impacts are anticipated;
e. Description of water facilities and sanitary measure (including toilets and refuse containers) for the proposed special event:
f. Security Control Plan. Description of security measures for the proposed special event;
g. Proof of Insurance (for details, see item #6, Insurance Requirements on the following page);
h. Signed Release, Hold Harmless and Agreement not to Sue for each active participant.
2. City Manager shall have the authority to waive all required fees for Special Events Permits and related permits for events that meet the following criteria:
a. The event is sponsored or hosted by a Non-profit organization that provides community-based services;
b. The event provides a tangible benefit to the local or regional community; and,
c. The event meets the Loma Linda community goals to promote education, health and medical research or services, family and/or community values, and/or City or neighborhood beautification;
Note: The above provision does not apply to Special Event Insurance payments.
3. The Special Event Application and required submittals shall be submitted to the Community Development Department to begin the review process.
4. The Community Development Department shall route the application to the Administration Department, Public Works Department, Public Safety Department, San Bernardino County Sheriff’s Department, Building and Safety Division, Planning Division, and Finance Department for review. Project routings may be sent to other' outside agencies, as necessary. The purpose of the review is to identify any potential impacts to surrounding residents and business in terms of noise, congestion, traffic and circulation, public safety, and to determine the need for other permits or approvals, which may include the following:
a. Encroachment Permit - required for activities occurring in the public right-of-way;
b. Traffic Control Permit - required for activities that would result in street closures of blocking of the public right-of-way;
c. Building Permit - required for (but not limited to) electrical, gasoline, and propane powered, portable generators, and temporary lighting and/or power;
d. Public Safety Permits - required by the Department of Public Safety (i.e. Place of Assembly Permit, Temporary Membrane or Canopy Permit, Candles and Open Flames Permit in assembly areas, Carnival or Fair Permit, Fireworks Permit, and/or Open Burning or Bonfire Permit.)
e. Food Service Permit - required by the San Bernardino Health Department for events that prepare, serve and/or sell food items.
Note: Applicant is responsible for obtaining all related permits and approvals prior to commencement of the special event.
5. The Special Event Application shall be reviewed to determine if the following items are required:
a. Clean-up Deposit -A refundable Clean-up deposit may be required for some events. The criteria and deposit amounts are outlined as follows: 50 to 100 Persons -$100; 100 to 200 Persons-$200;200 to 500 Persons -$300; 500 or more Persons -$500
b. Public Safety Deposit; and,
c. Public Works Work Order (i.e., to provide electricity, clean-up inspection, or other related tasks). Note: If Public Safety personnel are required for an event, a deposit or a portion of the costs may be charged to the applicant. The actual cost will vary depending on the type of event, the number in attendance, and the number of Public Safety personnel required for the event. The Risk Manager shall determine the cost according to cost allocation figures.
6. Insurance Requirements: The Certificate of Insurance must provide coverage for the entirety of the event (including set up and take down). The Certificate of Insurance must reflect The City of Loma Linda as an additional insured.
City of Loma Linda – Civic Center
25541 Barton Road
Loma Linda, CA 92354
The Certificate of Insurance must reflect and show the following requirements:
a. General Liability Insurance. Permittee shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. If alcohol is sold during the permitted activity, coverage must include full liquor liability. Agency, its officers, officials, agents, and employees shall be included as additional insureds on the policy. Coverage provided by Permittee shall be primary and any insurance or self-insurance procured or maintained by Agency shall not be required to contribute with it.
b. Automobile liability insurance. Permittee shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Permittee arising out of or in connection with Permittee’s activities under the terms of this permit, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
c. Workers’ compensation insurance. Permittee shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). Permittee shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers.
7. The Community Development Director shall place the Special Events Application on the Administrative Review Committee (ARC) agenda for review by other departments.
8. The ARC will review the request and recommend provisions to include in the Conditions of Approval.
9. Comments and recommendations from ARC may be incorporated in the Conditions of Approval which may include items, such as:
a. Provisions for parking and parking attendants;
b. Traffic control and security;
c. Confinement to a specified 'area (for events on City property);
d. Hours of use;
e. Safety measures (i.e., location and protection of electric wires and cords); and,
f. Other requirements as determined necessary by the City.
10. The applicant shall obtain the necessary forms for Special Event Insurance from the Administration Department and make payment to the Finance Department prior to approval of the Special Event Permit. The Special Event Insurance requirement may be waived if the applicant can provide a Certificate of Insurance that provides adequate and commensurate coverage and lists the City as also insured.
11. Upon approval by the City Manager or his/her designee, a letter of confirmation shall be prepared for the applicant that includes all Conditions of Approval, if applicable. Prior to issuance of the approval letter, the applicant shall sign the Conditions of Approval indicating that he/she will comply with all-of the provisions and requirements. If an event is denied, the City Manager or his/her designee shall also provide a letter explaining the reason(s) for the denial.
12. Copies of the approval or denial letter shall be forwarded to all affected City departments and outside agencies within 2 days of the date of approval.
13. The Public Works Department shall provide electrical assistance, clean-up inspection, and/or other related tasks as deemed necessary by the Risk Manager. Immediately following a clean-up inspection, Pubic Works shall notify the Risk Manager whether or not the Clean-up Deposit may be refunded.