Special Event Permit - Application

Fair Oaks Recreation & Park District (FORPD) is pleased to offer parks and facilities to host a variety of Special Events varying in scope, purpose, cost, and complexity. FORPD recognizes special events are an important part of our surrounding community and can add significantly to the quality of life for our residents and visitors.

FORPD is committed to supporting quality events that are safe, efficiently managed, wholesome, accessible, and enjoyable.

Criteria For Approval

The following criteria are used to determine if an event is appropriate in FORPD parks and facilities:

• Suitable for people of all ages
• Promotes, compliments, and or enhances FORPD
• Provides a unique and otherwise not readily obtainable experience to the general public due to affordability, size of venue, type of entertainment, or ease of accessibility.

Application Process

Special Use

A special use is defined as an event to be held on FORPD premises that is of limited duration and will attract attendance from a limited audience.

Criteria of special use events may include (not all inclusive): 

• An anticipated attendance of 200 or fewer participants
• Event is closed to the general public, is by invitation only, for members only, or charges an event fee.
• Event promotions are by invitation only, club newsletters, or organization flyer.

Examples of special use events may include (not all inclusive):

• Corporate picnic
• Training or class
• Reunion

Special Event

A special event is defined as an event to be held on FORPD premises that is of limited duration and will attract attendance from the general public.

Criteria of special use events may include (not all inclusive):

• An anticipated attendance of 201 or more participants
• Be free or open to the general public, or if entrance fee is charged, non-fee activities are provided
• Publicity is broad and encompasses one or more forms of print, radio or television media
• Vendor or concessions participation
• Requires use of large portions of the park, may require exclusive use or portion of the park
• Involves activities that are contrary to the intended use of a reservable park area or facility

Examples of special events may include (not all inclusive):

• Runs and walks
• Festivals
• Theme Events
• Music Festivals

Exclusive Use

An exclusive use event is defined as an event that’s estimated attendance and scope of the event will require use of the entire park.

Special Use | Special Event | Exclusive Use

All special event applications must be received no later than sixty (60) days prior to the scheduled date of the event and may be submitted as early as one year before the event. The special event application and a $50 nonrefundable application fee must be submitted by mail or turned into FORPD office, attention Sabrina Bernardo. No electronic applications will be accepted.

The following is the application and review process:

• Completed Special Event application and application fee are submitted to Fair Oaks Recreation & Park District, attention Sabrina Bernardo.
•  Application will be circulated through the recreation and park departments and marked as accepted, conditionally accepted, denied, or pending.
  •  Accepted: Accepted as is
  • Conditionally Accepted: Accepted with the condition that applicant must adhere to changes or restraints placed on the event by the District.
  • Pending- Application is missing pertinent information or needs additional clarification to be reviewed.
  • Denied- Denied at this time. FORPD will comment as to why.
• Some events may require an in person meeting with applicant and recreation and park department’s staff members to discuss event, areas of responsibility, and contract conditions.
• FORPD staff will draft event contract, which includes event guidelines, permits, stipulations and fees, and will submit to applicant for signature and collection of deposit and rental fees.
• Additional permits may be required form other agencies. Example permits may include:

a.     Alcohol Beverage Control (ABC)

b.     Sacramento Metro Fire Department

c.      California Highway Patrol

d.     Sacramento Sherriff

e.     Department of Transportation

f.      Sacramento Environmental Management

• Applicant will submit copies of applicable permits, layouts, security, and insurance documents to FORPD at least 14 days prior to the event.
• If applicable, a pre and post event walkthrough will be scheduled with applicant.

Fee Schedule 

Fees vary depending on event scale, FORPD involvement, event location, and impact on park. Event fee will be determined following application review by District. With the nature and complexity of each special event, we are unable to capture all fees that may be accessed for applicant special event. Below is a general guideline and description of the most common fees.

Permit Application- $50 | $40 resident | $25 non profit

• Due with the submittal of application
• Nonrefundable
• Permit fee is a separate assessment and will not be credited towards rental fee if special event is approved and will not be returned if special event is denied.

Impact (per person) - $.50 | $.40 | $.25 non profit

• Estimated attendance should be in good faith
• FORPD reserves the right to hold portion or all of security deposit if estimated attendance well exceeds what has been submitted by applicant.

Park Closure (per day) - $150 | $120 resident | $75 non profit

• Due to the nature of your special event, park or portions of the park may need to be closed to the public.
• FORPD will notify public of closures in advance.

Alcohol - $150 | $120 resident | $75 non profit

• Selling of alcohol
• Security and ABC license must be obtained

Recreation & Park Supervisors - $25 per position, per hour

• Both the Recreation & Park Supervisor will work closely with the applicant to ensure the event is a success.
• At minimum each applicant will be accessed 2 hours per Supervisor

Security Deposit- $Varies

• Security deposit is due in full 120 days prior to the event date.
• The entire deposit or a portion there of will be forfeited for any damages to the parks or facilities, onsite equipment, and/or failure to properly clean parks or facilities. Additionally, security deposit may be forfeited if estimated attendance well exceeds what has been submitted by applicant. Final reimbursement for repairs or replacements will be assessed as required. Decisions of the District as to the condition of the parks or facility are final.
• The security deposit is a separate assessment and will not be credited towards rental fee.
• Security deposit is refundable based on the refund policy (see refund policy).

Security Services - $25 per hour

• Security Guards are required for events serving or selling alcohol. 1 guard, per hour, per 149 people.
• Security Guards are required for non-alcohol events, 1 guard, per hour, per 499 people or a minimum of one.
• All Security Services must be scheduled through FORPD’s contracted Security Company.
• Security services is a separate assessment and will not be captured in total rental fee.
• Security Service is nonrefundable.

Rental fee- $Varies

• Rental fee is due in full 120 days prior to the event date.
• Rental fees are refundable based on the refund policy (see refund policy).

1)      Fair Oaks Park

Ø  Picnic Area (per hour): $35 | $25 resident | $20 non profit

Ø  Softball Field, Lower (per hour): $25

Ø  Softball Field, Upper (per hour): $25

Ø  Multi-Purpose Field (per hour): $25

Ø  McMillan Center, 1-7 hours (per hour): $65 | $55 resident | $50 non profit

Ø  McMillan Center, 8+ hours (per hour): $55 | $45 resident | $40 non profit

2)     Fair Oaks Village

Ø  Bandshell (per hour): $30 | $25 resident | $20 non profit

Ø  Community Clubhouse, 1-7 hours (per hour): $105 | $95 resident | $90 non profit

Ø  Community Clubhouse, 8+ hours (per hour): $95 | $85 resident | $80 non profit

Ø  Village Hall, 1-7 hours (per hour): $85 | $75 resident | $70 non profit

Ø  Village Hall, 8+ hours (per hour): $75 | $65 resident | $60 non profit

Ø  Arts & Crafts Building, 1-7 hours (per hour): $55 | $45 resident | $40 non profit

Ø  Arts & Crafts Building, 8+ hours (per hour): $45 | $35 resident | $30 non profit

Ø  Old Library, 1-7 hours (per hour): $50 | $40 resident | $35 non profit

Ø  Old Library, 8+ hours (per hour): $40 | $30 resident | $25 non profit

Ø  Fireside Room, 1-7 hours (per hour): $30 | $25 resident | $20 non profit

Ø  Fireside Room, 8+ hours (per hour): $25 | $20 resident | $15 non profit

Secondary Rental fee - $Varies

• Secondary fees are accessed per rentable facility or rental site when it will be unused by the applicant but unable to be rented out due to impact of special event.
• Facilities and rental sites are accessed by the typical average rental or class we would normally have.

3)     Fair Oaks Park

Ø  Picnic Area (4 hours total): $70| $50 resident | $40 non profit

Ø  Softball Field, Lower (6 hours total): $75

Ø  Softball Field, Upper (6 hours total): $75

Ø  Multi-Purpose Field (4 hours total): $50

Ø  McMillan Center, 1-7 hours (4 hours total): $130 | $110 resident | $100 non profit

Ø  McMillan Center, 8+ hours (4 hours total): $110 | $90 resident | $80 non profit

4)    Fair Oaks Village

Ø  Bandshell ( 2 hours total): $30 | $25 resident | $20 non profit

Ø  Community Clubhouse, 1-7 hours (6 hours total): $315 | $285 resident | $270 non profit

Ø  Community Clubhouse, 8+ hours (6 hours total): $285 | $255 resident | $240 non profit

Ø  Village Hall, 1-7 hours (4 hour total): $170 | $150 resident | $140 non profit

Ø  Village Hall, 8+ hours (4 hour total): $150 | $130 resident | $120 non profit

Ø  Arts & Crafts Building, 1-7 hours (2 hour total): $55 | $45 resident | $40 non profit

Ø  Arts & Crafts Building, 8+ hours (2 hour total): $45 | $35 resident | $30 non profit

Ø  Old Library, 1-7 hours (2 hours total): $50 | $40 resident | $35 non profit

Ø  Old Library, 8+ hours (2 hours total): $40 | $30 resident | $25 non profit

Ø  Fireside Room, 1-7 hours (2 hours total): $30 | $25 resident | $20 non profit

Ø  Fireside Room, 8+ hours (2 hours total): $25 | $20 resident | $15 non profit

Add On Marketing - $Varies

• Add on Marketing fees are due in full 120 days prior to the event date.

Ø  Banner (per banner, per day): $15 | $12 resident | $7.50 non profit

Ø  Marquee  (20, 5 minute flashes per day): $15 | $12 resident | $7.5 non profit

Add On Equipment Rentals - $Varies

• Add on Rental fees are due in full 120 days prior to the event date.

Ø  40 Yard Dumpster (Fair Oaks Park only): $400

Ø  20 Yard Dumpster (Village Only): $250

Ø  Folding Brown Chairs: $1.50 each

Ø  6ft. Tables: $10 each

Ø  8ft Tables: $10 each

Ø  Garbage Can: $5 each

Ø  Recycle Can: $5 each

Ø  Garbage Can Liners (100 per box): $75 per box

Add on Services - $Varies

Ø  Trash Service: $20 per hour, per 250 people

Ø  Electricity: $10 per outlet

Ø  Water: $10 per spicket

Refund Policy

Should the applicant need to cancel their event, applicant must submit a written notice to Fair Oaks Recreation and Park District, attention Sabrina Bernardo. Verbal or emailed notices will not be accepted.

Full or portion of rental fee and security deposit will be refunded based on the following time frames:

1-59 days prior to event: Only deposit will be refunded

60-89 days prior to event: 25% of rental fees refunded and full deposit

90-119 days prior to event: 50% of rental fees refunded and full deposit

120 days prior to event: Full refund of all fees and full deposit

Security

FORPD requires security for special events when alcohol is present. 1 guard, per hour, per 149 people. When no alcohol is present FORPD generally requires 1 guard, per hour, per 499 people.  Security must be scheduled directly through FORPD and is charged as a separate assessment.

At some times, FORPD may require additional guards depending on event details.

Advertising

Please ensure approval of your special event application prior to promoting, marketing, and advertising your event. Acceptance of the application by the District is neither a guarantee of the date, location, not an automatic approval of your event.

Advertising includes, but is not limited to; banners, signs, flyers, postcards, website, social media, billboards, radio or television ads, etc. Signs such as banners, A-frames, flyers, or other signage are not permitted on FORPD property without prior approval. Any and all signage found without prior approval will be taken down and disposed of.

Amplified Sound

Amplified sound is allowed but some restrictions do apply based on special event. Generally, the following restrictions are followed:

• Amplified sound must remain at a low level at all times. Low levels are considered to be a level at which you can still hear someone speaking to you and or have an understandable conversation while the music is playing.
• No amplified sound is allowed after 8:00pm (April-September). No amplified sound after 7:00pm (October-March). No amplified sound before 10:00am.
• All amplified sound is subject to FORPD staff discretion. FORPD has the right to turn off or lower the sound level at any time.
• Amplified sound must be free or curse words and appropriate for a family friendly event.

Alcohol

If alcohol is sold or served, a special daily license must be obtained from the California Department of Alcoholic Beverage Control (ABC). A copy of your ABC permit must be submitted to FORPD.  FORPD may require additional security guards in addition to the requirement set forth by ABC and or Sacramento Sheriff Office.

Vendor Booths

A County of Sacramento Environmental Health Permit is required for any food or drink that will be sold or available to special event attendees. Additionally, a Sacramento Metro Fire department permit may also be required. Contact Sacramento Environmental Health Department and Sacramento Metropolitan Fire District directly for regulations, restrictions, application, process, and fees. A copy of your permit(s) must be submitted to FORPD. Any fees, inspections, requirements, and or penalties are the responsibility of the applicant.

It is the requirement of the applicant to comply with State Board of Equalization (BOE) for any business, group, or organization who sell or vend at your event. BOE requires you retain copies of seller verification documentation for at least four years.

Food Booths & Concessions

Vendor booths are generally meant for retail sale of non-food items or as informational booths. All vendor booths must be appropriate for a family friendly event.

It is the requirement of the applicant to comply with State Board of Equalization (BOE) for any business, group, or organization who sell or vend at your event. BOE requires you retain copies of seller verification documentation for at least four years.

Tents / Temporary Structures

Tents, canopies or structures larger than 200 square feet must be permitted and inspected by the Sacramento Metropolitan Fire District. Contact Sacramento Metropolitan Fire District directly for regulations, restrictions, application, process, and fees. A copy of your permit(s) must be submitted to FORPD. Any fees, inspections, requirements, and or penalties are the responsibility of the applicant.

Parking & Road Closures

Applicant is responsible for coordinating parking and traffic for their special event. FORPD may require applicant to provide a sufficient number of staff or volunteers to assist with parking and traffic control. Parking is allowed in designated parking areas only. If the event will take place on public roadways, please coordinate directly with Department of Transportation.

Restroom Facilities 

Depending on expected attendance, duration of your event and availability of public restrooms, you will be required to rent portable restrooms. Generally, the following requirements are followed:

• Ratio of portable restrooms is 1 per 199 guests. For events involving alcohol, the ratio is 1 per 99 guests.
• 25% of the total number of portable restrooms must be ADA approved, but in no event shall be less than one.  Minimum of one per restroom location.
• One hand washing per 4 portable restrooms, but in no event shall be less than one.
• Restocking and cleaning of portable restrooms and hand washing stations is the requirements of the applicant.

Trash Disposal & Recycling

Depending on expected attendance, duration of your event and availability of permanent trash cans, you will be required secure additional trash receptacles, provide trash liners and staff or volunteers to pull and reline trash cans throughout the duration of the event.

It is the responsibility of the applicant to properly dispose of waste and garbage throughout the duration of the event and immediately upon conclusion of the event the area must be returned to a clean condition. Failure to do so may result in retention of part of or all of your security deposit.

Recyclables generated at the event need to be recycled. You may wish to seek out a business which provide collection of recyclables at special events.

Community Notifications 

Special use or exclusive use park permits will be required to notify surrounding property owners, businesses, neighbors, or other impacted parties, in writing, no less than 21 days prior to the special event date. Copy of written notice and list of who was notified must be submitted to FORPD. Written notice must include the following as a minimum:

• Date
• Time
• Location
• Short Description of Event
• Road Closures
• Noise Considerations
• Estimated # of Attendees
• Your contact information

It is the responsibility of the applicant to work with and comply with restrictions put in effect by property owners (i.e. no event parking in their lots).

Safety & First AID 

Safety of event attendees is most important. FORPD requires the following for each event:

• Applicant must check with and follow all rules, regulations, requirements and processes set forth by the Sacramento Metropolitan Fire Department, Sacramento Environmental Health Permit, Sacramento Sheriff, California Highway Patrol, and Department of Transportation. Any and all permits and fees associated with the before mentioned departments are the requirements of the applicant.
• All electrical cords and tripping hazards must be covered by cord covers.
• On site first aid station is a requirement for runs, walks, competitions, or events with over 499, or events with alcohol. FORPD reserves the right to require any event to provide a first aid station.
• Lost child and emergency action plan is required to be submitted to FORPD one week prior to the event.

Insurance

Applicant must provide a certificate of liability insurance.  The certificate must name Fair Oaks Recreation & Park District as additional insured, provide a minimum of $2,000,000 of general liability coverage with a special event endorsement form.  Evidence of an original copy of the liability insurance must be on file with the Fair Oaks Recreation & Park District at least 14 days prior to the event. 

Note: If any attraction is planned (bounce houses, etc.) be aware that only those with approved insurance on file with FORPD are allowed. Alternatively, if they have not yet worked with FORPD they may submit a certificate of liability insurance as additional insured.