4) Permittee must review, sign, and return Conditions of Use to the Special Events Coordinator prior to the scheduled date of the event.

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PUBLIC MAJOR SPECIAL EVENT PERMIT CONDITIONS OF USE BE THE CHANGE MARCH hosted by SC Women s March PROCESSION/PARADE ON PACIFIC AVENUE BETWEEN WATER STREET AND LOUDEN NELSON CENTER Saturday, January

1 PUBLIC MAJOR SPECIAL EVENT PERMIT CONDITIONS OF USE BE THE CHANGE MARCH hosted by SC Women s March PROCESSION/PARADE ON PACIFIC AVENUE BETWEEN WATER STREET AND LOUDEN NELSON CENTER Saturday, January 20, 2018 EVENT AND CONTACT PERSON 1) This event is a march with street closures through Downtown Santa Cruz on Pacific Avenue from Water Street to Maple Street and ending at Louden Nelson Center (LNC). This year s event will bring together community members and organizations to consider the theme: Be The Change. 2) Permittee shall ensure that the event begin and end on time on Saturday, January 20, Set-up & Gathering of participants on the 1500 Block of Pacific Ave: 10:30 a.m. to 12:30 p.m. Streets closed: 9 am 3 pm Cooper Street between Front & Pacific Ave 10:30 am 2:30 pm Route on Pacific Ave from Water St to Maple Street to LNC 9 am 7 pm Washington St between Maple & Laurel Streets (behind LNC) Parade: 12:30 pm 2:00 pm In streets along route Activities at LNC: 2 pm 5:30 pm Clean-Up/Break-Down: Streets: 2:30 3:00 p.m. except for Washington Street LNC & Washington Street: 5:30 7:00 p.m. 3) Permittee must designate an event coordinator (Cynthia Hawthorne\Mobile #: ) who will be on site throughout the events and has the authority to make decisions regarding the event. The event coordinator will be available by cell phone throughout the event. 4) Permittee must review, sign, and return Conditions of Use to the Special Events Coordinator prior to the scheduled date of the event. 5) Cancellation of event by the Special Events Coordinator may result if Conditions of Use have not been complied with prior to the event date. 6) Permittee shall maintain a copy of final signed and approved permits and Conditions of Use on site at all times, and permits must be made available for inspection by any Santa Cruz City official. 7) Permittee estimates spectators at 800 adults and 200 youth. 8) Permittee shall be responsible for all site clean-up (sidewalks and other areas) or shall reimburse the City, at overtime rates, to provide such service. 9) Permittee shall be responsible for any damage to landscape, plantings, structures, and irrigation systems. 10) Permittee will work directly with private property owners/managers or other jurisdictions as needed for activities scheduled in their areas. 11) Permittee must obey all Federal, State, and local laws during the event. 12) No open flame devices of any type allowed in the parade. EVENT LOGISTICS Conditions of Use SC Women s March Be The Change Jan 2018 Page 1 of 7

2 March/Parade 13) Event begins with participants gathering on the 1500 block of Pacific Avenue at Water Street to Cooper St. Led by event staff who will be holding a large banner, participants will head down Pacific, travel to Maple, turn on Maple, head down Maple crossing Center Street, and ending at Laurel Park on Washington Street including Louden Nelson Center for more activities. 14) Permittee shall submit a site map that indicates street closures, barricade placements, and monitor locations prior to the event to the Special Events Office (kagnone@cityofsantacruz.com or Fax #: ATTN: Kathy Agnone) and to Santa Cruz Police Sgt. Scott Garner (sgarner@cityofsantacruz.com or Fax #: ATTN: PD Special Events). 15) There will be pop-up canopies, tables, and other items located on intersections along the route for art activities, interactive projects, and other planned programs. All items must be weighted to avoid wind/weather issues that could flip canopies or other items. One vehicle traffic lane must remain open to emergency access only. Equipment may be placed only within one traffic lane and must not impede sidewalk access. 16) No food booths with portable cooking units, tents over 400 square feet, or canopies over 700 square feet will be utilized on public property during the parade. Therefore no inspection is necessary from the City s Fire Department. 17) No stages or other temporary structures will be utilized on public property during the parade. Therefore, no inspection is necessary from the City s Planning Department. 18) Permittee will inform participants that items cannot be thrown along parade route. 19) If any dogs, horses, or other animals will be in the parade, Permittee will require owners to sign liability waivers and clean up after the animals. A blank copy of the waiver, which must include the City of Santa Cruz, shall be submitted to the City s Special Events Office. 20) Permittee shall maintain access ways into the event area for crowd control, security, and emergencies. 21) Participants will have various banners and signs during the parade. Gathering at Louden Nelson Center 22) Permittee will work with Louden Nelson Center staff regarding all details and requirements for use of the Center facilities including Laurel Park including garbage/recycling, restrooms, equipment, electrical, and other logistical needs. 23) There will be a street closure on Washington Street throughout the gathering and other activities at the Center. 24) There will be food trucks parked in the footprint of the Washington Street closure during the gathering. Mobile Food Vendor Vehicles (Trucks) must have a currently certified UL-300 hood suppression system. Passing re-certification paperwork must be provided to the City s Fire Department (tshields@cityofsantacruz.com ) for review no later than three weeks prior to the event. Also, a currently certified 2A-10BC fire extinguisher must be on board all Mobile Food Vendor Vehicles using UL-300 hood suppression systems. Conditions of Use SC Women s March Be The Change Jan 2018 Page 2 of 7

3 25) There will be no food booths with portable cooking units, tents over 400 square feet, or canopies over 700 square feet at the gathering in Laurel Park. Therefore no inspection is necessary from the City s Fire Department. 26) No stages or other temporary structures will be utilized on public property during the gathering. Therefore, no inspection is necessary from the City s Planning Department. 27) A set of risers will be utilized in Laurel Park for speakers, announcements, music, and other needs as identified. These risers do not require an inspection from the City s Planning Department. SANTA CRUZ POLICE DEPARTMENT PERSONNEL AND EVENT MONITORS 28) The City will provide, at the Permittee s expense, the following Police personnel from 10:30 a.m. to 2:30 p.m. for this event: One (1) Police Sergeant $88.29 x 4 hours $ Four (4) Police Officers $72.42 x 4 officers x 4 hours $1, Total $1, Note: Additional fees will be required if a Lieutenant must be scheduled in place of Police Officers. The Santa Cruz Police Department reserves the right to increase or decrease the number of personnel needed. 29) The City will provide, at the Permittee s expense, Police vehicles (sedans: $16.25/hr or motorcycle: $8.25/hr) for this event. Fees to be determined and invoiced to Permittee by the City s Special Events Office. 30) Adult monitors must be 18 years of age or older and shall be easily identifiable (reflective vests or shirts) and must carry personal identification. 31) Permittee will distribute and review Monitor Information Sheet with monitors. 32) Permittee will inform adult monitors that they must not use cell phones, ipods, or other items in a manner that will distract them from their duties at the barricades or other locations. 33) All barricade locations must have an adult monitor scheduled throughout the closure. Monitor must be able to move the barricade if emergency vehicle access is required. Monitors will ensure that no other vehicles enter the street closure. 34) Permittee shall provide twenty five (25) adult monitors to assist the Santa Cruz Police Department with barricade monitoring for the parade. Larger intersections will have a minimum of two (2) adult monitors. 35) Adult monitors at barricade locations must be in place from 10:30 a.m. or when the street is closed with barricades until approximately 2:30 p.m. or when released from position by event coordinator and/or police staff. Note: Washington St between Maple and Laurel Streets (directly adjacent to Laurel Park) will remain closed until 7 pm; adult monitor must remain at the barricade location until released by event staff when the road is reopened. 36) Permittee will designate a coordinator for the volunteers and provide the name and contact information including mobile number for this coordinator to Santa Cruz Police Santa Cruz Police Sgt. Scott Garner (sgarner@cityofsantacruz.com or Fax #: ATTN: PD Special Events. Conditions of Use SC Women s March Be The Change Jan 2018 Page 3 of 7

4 37) Permittee and/or volunteer coordinator will require adult monitors to meet as a group prior to the event to confirm duties, locations, and other important details. 38) In the event of an emergency, adult monitors should call ROAD CLOSURE AND BARRICADES 39) Permittee shall pay a street closure fee of $ Parade street closures are as follows from 10:00 a.m. to 3:30 p.m.: Pacific Avenue from Water Street to Maple Street including side streets that lead into the area Note: Laurel Street will not be closed but traffic from Laurel cannot proceed onto Pacific Avenue or Center Street Gathering Street closure as follows on Washington St from 10:00 a.m. to 6:00 p.m. Washington Street between Maple Street and Laurel Street (behind LNC) Note: no parking signs will have time listed from 9 am to end of event in order to avoid towing. 40) A flyer providing advance notification to residents and/or businesses affected by the street closures from Front Street to Water Street and also streets adjacent to Pacific Avenue must be distributed. Distribution will be no later than fourteen (14) days prior to the event and also three (3) days prior to the actual event. Permittee shall submit a copy of the notification to the Special Events Office. 41) Permittee shall notify all of the following agencies of street closures in writing no later than fourteen (14) days prior to the event so route interruptions can be accommodated: Santa Cruz Fire Department (Fax #: or dl_fire@cityofsantacruz.com ) Santa Cruz Metropolitan Transportation District (Ciro Aguirre/Fax #: and caguirre@scmtd.com ) Must call Metro Dispatch when fax is sent: ParaTransit (Supervisor/Fax #: ) American Medical Response (Lead Supervisor/Fax #: ) Santa Cruz Police Department (Special Events/Fax #: or sgarner@cityofsantacruz.com ) Special Events Office (Kathy Agnone/Fax #: or kagnone@cityofsantacruz.com ) NetCom (dennis@scr911.org ) 42) Permittee must provide and place all traffic control barricades, cones, and signs for closing and opening streets. See Requirements for Street Closures Barricades document. Barricades, cones, and signs must be removed immediately after the event. 43) Street closure barricades must comply with City requirements and are to be lighted for night closures. 44) Due to the street closures, Santa Cruz Police Department staff may require pre- and post-event meetings to review the event. Permittee should contact Santa Cruz Police Department Santa Cruz Police Sgt. Scott Garner (sgarner@cityofsantacruz.com) two (2) weeks after the event to confirm. RESERVED PARKING 45) Permittee has not requested any reserved parking. Attendees and staff will park in legal areas and pay fees if required. 46) Permittee shall pay lost revenue for parking meter fees on Pacific Avenue and other streets due to the street closure. Fees of $ will be invoiced to Permittee by the City s Special Events Office. Conditions of Use SC Women s March Be The Change Jan 2018 Page 4 of 7

5 NO PARKING/TOW AWAY ZONES 47) Permittee shall coordinate posting of No Parking/Tow Away signs no later than 72 hours in advance of the event. 48) No later than two (2) weeks prior to the event, Permittee will contact Parking Services staff/public Works Department Heather Sawyer ( or ) to confirm who will be posting the signage. Signs shall be placed according to specifications provided by Public Works and shall be removed immediately after the event. Signs not removed by Permittee will be removed by City staff at a cost of $49.60 per hour. Zip ties are to be used to secure signs to parking meter poles and then removed by Permittee immediately following the event (none left on site or in gutters). Taping is not permitted. 49) If Parking Services staff are requested to post signs, notice must be provided to Heather Sawyer no later than two weeks prior. Staff fees are $49.60 per hour and signs are available for $2 each. 50) No Parking/Tow Away postings should indicate the date/time as follows: Saturday, January 21, 2017 Cooper St between Pacific & Front: 9:00 am to 2:30 pm Washington St (behind LNC): 9:00 a.m. to 7:00 p.m. All other streets (except Cooper & Washington) 10:30 a.m. to 2:30 p.m. 51) Permittee shall coordinate with a tow company licensed for working with law enforcement agencies by the City to tow vehicles from public property parked in the in the No Parking/Tow Away zones. A list of licensed tow companies is available upon request from the City s Special Events Coordinator. 52) Permittee shall provide name/contact information for selected tow company to Santa Cruz Police Santa Cruz Police Sgt. Scott Garner (sgarner@cityofsantacruz.com) and will coordinate with the selected company to tow vehicles parked in the No Parking/Tow Away zones. 53) Working with the selected tow company, Permittee shall contact Santa Cruz Police Department Dispatch ( ) to remove vehicles parked in No Parking/Tow Away zones. 54) Permittee will indemnify the City for any and all claims related to towing or parking citations that are in any way related to this event. Any inquiries or claims resulting from these actions will be the responsibility of the Permittee. AMPLIFIED SOUND AND ELECTRICAL 55) Permittee has requested and is approved for amplified sound to operate a portable audio system under the City s sound amplification guidelines for the parade and gathering. No sound amplification before 8:00 a.m. Note: amplification for music, speakers, and announcements for parade may be provided by Curtis Reliford and his truck. Volume must be kept to a reasonable level to avoid impacting businesses/residents. The truck will provide amplification on the parade route and not at the Louden Nelson Center/Laurel Park. 56) Permittee shall allow announcements of safety messages as directed by City staff. 57) Permittee has not requested access to electricity for the parade. Electrical needs for Louden Nelson Center must be confirmed and approved by facility staff. 58) If the event involves any type of performance, such as music, poetry reading, etc., Permittee warrants and represents to City of Santa Cruz that use of the facility will not result in an infringement of any right protected under Title 17 of the United States Code (copyrights) and that applicant will be solely Conditions of Use SC Women s March Be The Change Jan 2018 Page 5 of 7

6 responsible for the content of any performance at the facility. Applicant further agrees to assume the defense and indemnify and hold harmless the City of Santa Cruz, its officers and employees from every expense, liability, or payment, including attorney s fees, by reason of any claimed infringement of any rights protected under Title 17 of the United States Code. 59) Permittee will work with Louden Nelson staff regarding equipment and other needs for Laurel Park and the Center. GARBAGE/RECYCLING AND PORTABLE RESTROOMS 60) Permittee will work with the Museum of Art and History (MAH) to coordinate garbage and recycling needs at the gathering location on Pacific, Cooper. If necessary, the City will provide, at the Permittee s expense, one (1) trash toter and one (1) recycle toter for the event in the gathering area on Pacific Avenue. Permittee shall sign up for refuse service by filling out a sanitation service application or by contacting Customer Service ( ) no later than two weeks prior to the event to make arrangements for payment and to confirm drop off/pick up location of toters on Pacific Avenue near Locust. 61) All garbage/recycling, including cardboard, must be in containers. Barricade monitors should have bags or containers to assist with collection of garbage/recycling. All excess garbage/cardboard must be removed by Permittee at the end of the event if necessary. Permanent containers on site should not be overfilled during the parade. 62) Permittee to encourage recycling throughout the event. Cardboard must be broken down. COMMERCIAL SALES, ADMISSION TAX, FOOD/ALCOHOL, AND PLASTIC BAGS 63) Commercial sales will be permitted on public property. Permittee shall pay a Commercial Use Fee (5% nonprofit/10% standard rate) of the gross profit (revenue minus costs of goods) generated by sales from this event. Permittee shall submit the Commercial Use Fee, along with a final accounting or all event revenues, to the Special Events Office no later than ten (10) days after the event to avoid a 25% penalty. 64) No admission fees are charged; therefore, no admission tax is due. 65) Food will be served or sold in association with this event only at Louden Nelson Center. 66) Mobile Food Vendor Vehicles (Trucks) must have a currently certified UL-300 hood suppression system. Passing re-certification paperwork must be provided to the City s Fire Department (tshields@cityofsantacruz.com ) for review no later than three weeks prior to the event. Also, a currently certified class K fire extinguisher must be on board all Mobile Food Vendor Vehicles using UL-300 hood suppression systems. 67) No alcohol shall be sold or consumed in association with this event on any public lands or roadways. 68) Effective April 10, 2013, per of Ordinance No , no City of Santa Cruz contractors, special events promoters, or their vendors, while performing under contract or permit shall provide plastic carry out bags to customers. Plastic bags include both compostable and non-compostable carry out bags. 69) Permittee must comply with the City s Environmentally Acceptable Food Packaging and Products ordinance (SCMU 6.48) which requires that all items must be bio-degradable or compostable including lids, cutlery, and straws. There are strict limits regarding the use of certain types of food packaging, including polystyrene PS#6 (Styrofoam, rigid containers, clamshells, rigid coffee cup lids, etc) and other Conditions of Use SC Women s March Be The Change Jan 2018 Page 6 of 7

7 non-compostable, non-biodegradable, or non-recyclable food serving items. PLA, plant based plastic items are acceptable, but paper is preferred. Failure to comply will result in fines. INSURANCE REQUIREMENTS/WAIVERS 70) Permittee will provide the City of Santa Cruz with a certificate of insurance for standard form commercial general liability insurance coverage in the amount of $1,000,000 with an endorsement page, acceptable to the City prior to the event. 71) Permittee has signed an indemnification agreement acceptable to the City as part of the application packet. 72) Permittee will work with City Serve program (Laurel Keeffe lkeeffe@cityofsantacruz.com ) to coordinate volunteers and the completion of the necessary release of liability forms. GENERAL INFORMATION/ADVERTISING 73) Permittee shall assume all responsibility for advertisement and shall be responsible for the removal of all signs, flyers, and advertisement regarding this event. 74) All forms, fees, and documents, unless otherwise specified, shall be submitted to the Special Events Office prior to the event. A permit will not be issued until all forms, fees, and documents have been received. Checks should be made payable to the City of Santa Cruz and mailed to the Special Events Office (809 Center Street, Room 10/Santa Cruz, CA 95060). 75) The City reserves the right to change any of the above conditions if it is deemed necessary. 76) Failure to comply with any of the above conditions may be cause for revocation of this permit and/or denial of future events. I have read, understand, and will comply with the Conditions of Use as listed in this and other required permits and/or documents. Event Permittee Name Event Permittee Signature Date Return signed conditions to: City Manager s Office/Special Events 809 Center Street, Room 10 Santa Cruz, CA Fax #: kagnone@cityofsantacruz.com Conditions of Use SC Women s March Be The Change Jan 2018 Page 7 of 7

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