HomeMy WebLinkAboutSpecial Events Reference Guide
Special Event
Reference Guide
CITY OF PALM DESERT 2 EVENT PLANNING GUIDE
Table of Contents
Applying for a Special Events Application/Agreement………………………………....3
City of Palm Desert Special Event Agreement Process……………………………….3
City of Palm Desert Special Events Application/Agreement…………………………..4
Event Summary…………………………………………………………………………….4
Special Event Related Permits…………………………………………………………...6
Event Infrastructure - Temporary Tents, Canopies, Membrane Structures,
Bleachers, Platforms and Stages………………………………………………………...8
Event Infrastructure - Temporary Generators…………………………………………10
Event Infrastructure – Restrooms, Recycling and Trash…………………………….11
Operational Plan – Street Closures and Reopening…………………………………11
Operational Plan - Alcohol Management……………………………………………...11
Insurance Requirements………………………………………………………………...12
Site Plan/Route Map……………………………………………………………………..15
Amplified Sound or Music……………………………………………………………….16
Crowd Managers ………..……………………………………………………………….16
Affected Party Notifications …………………………………………………………….17
American Disability Act………………………………………………………………….17
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Applying for a Special Events Application / Agreement
The following information has been developed to guide you through the City of Palm
Desert’s Special Events Application/Agreement process and to provide you with
guidelines and requirements for special event managements in our community.
Please be aware that the following guidelines have been developed to address many
different event types and circumstances. You need only provide information relevant to
your event.
The City has designated staff to assist with the Special Events Application process. For
information and assistance, please call 760-776-6454 or email
sgoodwin@palmdesert.gov.
The City thanks you for choosing Palm Desert for your event.
City of Palm Desert Special Event Agreement Process
The process begins when you submit your permit application to the City. The application
must be completed in its entirety, to include initialing the bottom of each page and
signing the signature page at the end of the document. 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 make your application
complete, nor should submission of an application be construed as approval.
During the application review process, the City might require additional information or
clarification. Delays in providing this information could delay or stop review of your
application. The City will communicate any issues with your application as soon as
possible. In most instances, applications are approved within sixty (60) days of
submission. Note: If events require extensive planning, safety and security, traffic
control, etc., and time does not permit for required agency review and approval, the
proposed event may be denied.
City of Palm Desert Special Events Application/Agreement
You can obtain a Special Events Application/Agreement from the City of Palm Desert
website at www.palmdesert.org/our-city/departments/marketing-and-promotions/special-
events
The City of Palm Desert Special Events Application/Agreement only needs to be
completed for an organized activity that incorporates the use of:
• City public property, City public streets, sidewalks, right-of-way; and/or
• Outdoor private property including parking lots, only when the property is part
of a Special Event Venue that includes City public property and permission
has been received by the property owner/manager (for example, a parking lot
used as part of a street festival venue). Examples of activities that require a
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Special Event Application/Agreement include festivals, parades, runs/walks,
and farmers/arts markets.
Exceptions
If you would like to host an event outdoors that is strictly on private property, such as
your business parking lot, a Temporary Use Permit (TUP) would need to be completed
and submitted to the planning department. To contact Planning, please call 760-346-
0611 ext. 483 or email planning@cityofpalmdesert.org.
If you want to host an event at a City park, please contact the Desert Recreation District
at 760-347-3484.
Application Designed to Assist Event Organizers
The Special Events Application/Agreement 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 other components of your proposed event in order to
implement strategies that ensure the safety of your guests, the general public, and the
surrounding environment.
The person signing this application and the organization on whose behalf the event is
being held (collectively hereinafter referred to as the “Organization”) are responsible for
compliance with the agreement following approval.
Application Submittal Deadline
It is strongly recommended that you submit your application at least 60 days prior to the
proposed event date if your event has no road closures and/or other special
considerations. Any event that requires possible road closures and/or other special
considerations must submit at least 120 days prior to the proposed event date. Your
completed application and any required attachments may be submitted to: Shelby
Goodwin, at sgoodwin@palmdesert.gov or mailed to 73510 Fred Waring Drive, Palm
Desert, CA 92260-2578.
Event Summary
Organization Information
The Organization is legally and financially responsible for the overall organization,
management, and implementation of an event and its related activities. The
Organization can be a commercial entity or a non-profit tax-exempt organization.
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Authorized Agent/Contact Name
An authorized agent of the Organization must sign and be identified on the permit
application. Typically, this is the chief executive officer, president, executive director, or
board chair.
The organization must designate a primary Contact. The contact works closely with the
City throughout the application process.
If the Contact is not the same as the chief officer of the Organization, the chief officer,
through their signature on the permit application, authorizes the Contact to sign City
permits and other documents as well as make financial and operational commitments
on behalf of the Organization. The Contact, if different from the Chief Officer of the
Organization, must also sign and be identified on the permit application.
Event Information
This section of the application is intended to provide an overview of your event.
Event Date/Time
The time frame approved by the City for your event is based on the times indicated in
this section. No set-up will be permitted before an agreement is approved and tear
down must be completed by the time indicated on your application. Your insurance must
cover all time frames. If your event takes place over sequential calendar days and the
event plans are similar day-to-day, one application may be submitted to include all of
your event plans per calendar year. The City may also accept one permit application for
recurring events such as concert series or farmers/arts markets that have identical
event set-up and dismantle times, site plans, and service providers. If your event plans
vary significantly from day-to-day or have multiple distinct event types (e.g. a parade
with a separate festival), the City may require separate permit applications for the
different event types.
Site Plan/Route Map
Providing a detailed site plan/route map is necessary when proposing to use City
streets, sidewalks, etc. For more information on what must be included on your Site
Plan/Route Map, see section Site Plan/Route Map on page 16.
Attendance
Providing the estimated attendance or number of participants for your event helps the
City review of your event plans with regard to public safety, venue occupancy, staffing,
and impact to the surrounding neighborhood. Your estimated attendance should be
based on the total number of people you anticipate will attend or watch your event.
Examples include the total number of people coming and going at a festival, watching a
parade, or in the general area of an event. The estimated number of participants should
be based on the total number of people you anticipate will participate in the event or
provide support services to the event. Examples include the total number of people
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walking or running in an athletic event, marching in a parade, providing vendor support
at a festival, or serving guests at a gala.
Special provisions
Special provisions include any information not covered in the standard specifications on
the application.
Insurance
Before final approval of your Special Event Application is granted, a Certificate of
Insurance reflecting Commercial General Liability insurance, Workers’ Compensation
insurance and Liquor Liability insurance (if applicable) shall be provided. The Special
Event Application/Agreement outlines the standard insurance requirements.
Requirements are subject to change based on the activity and event’s risk level. For
more information see section Insurance Requirements on page 14.
Special Event Related Permits
There are a number of different special event related permits* that may be issued
independent of a Special Events Application/Agreement or may be required in
conjunction with a Special Events Application/Agreement. The proposed event venue,
activities, components, attendance, and unique circumstances of the event are
contributing factors to the final determination of the required permit types.
Following is a summary of the most common permits you may be required to obtain if
you are planning a special event or an activity associated with a special event:
*Fees associated with permits vary. Contact the City for more information.
Alcohol Use Permit
If you plan to have alcohol at your event, you must receive authorization from the Palm
Desert Sheriff‘s Department and the State of California Department of Alcoholic
Beverage Control (ABC). If the proposed event will take place on public land; within a
City-owned facility; or other City-managed property, you will also be required to have
the City Manager of Palm Desert sign off on the application. ABC may place restrictions
on the way alcohol is managed at your proposed event. More information is available at
www.abc.ca.gov or the local Palm Desert ABC office at 760.324.2027. It is your
responsibility to obtain the appropriate license from the ABC. For more information see
section Operational Plan – Alcohol Management on page 12.
Fireworks/Pyrotechnics/Special Effects/Laser Permit
All pyrotechnics and open flames must be reviewed and approved by the Palm Desert
Fire Department. Examples include outdoor fireworks, lasers, model rocket launches,
open flame activities such as fire walking, and special effects using pyrotechnical
devices. As part of the permit requirements, onsite stand-by and inspection services
may be required depending on the size, complexity, and/or unique safety issues of your
event.
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Written notification shall be provided to the area surrounding (750 to 1000 feet) the
fireworks display location. Proof (mailing labels and copy of notification) shall be
provided to the Fire Marshal’s Office.
Building Permit
If your event includes the introduction of portable structures, pre-fabricated structures or
site built structures such as bleachers, elevated platforms, temporary pedestrian, stages
bridges, tent structures, etc. you will be required to obtain a building permit from the
City’s Building & Safety Department. Prior to obtaining any permits from Building &
Safety you must have an approved temporary use permit or special event application.
Permits can only be issued to the property owner or a California State Licensed Building
contractor. There are no exceptions to this policy. Please note that the Building & Safety
Department’s review process takes 15 working days.
Tent, Canopy, Membrane Structures, Bleachers, Platforms and Stages Permit
All tent and membrane structures having an area in excess of 400 square feet (19m2)
must be approved and reviewed by the City’s Building & Safety Department and the Fire
Marshal’s Office in compliance with the 2016 California Building Code and California
Fire Code. For more information see section Event Infrastructure – Temporary Tents,
Canopies, Membrane Structures, Bleachers, Platforms and Stages on page 9.
Generators
If your event will include temporary power/generators, you will need to obtain a permit
from the Building & Safety Department as well as the Fire Marshal. Generators shall be
secured from the public, have current fire extinguishers 20B:C, and be grounded. For
more information see section Event Infrastructure - Temporary Generator on page 11.
Food Permits
Food vendors must comply with all health laws, ordinances, and regulations of the
County of Riverside pertaining to public health and sanitation. For specific details,
contact the local Riverside County Dept. of Environmental Health at 760.863.8287 or
visit http://www.rivcoeh.org/Programs/TFF .
Business License
All entities doing business within City limits are required to have a valid business license
from the City of Palm Desert. This includes vendors who are a part of special event.
Vendors for special events who currently do not have a business license with the City
can apply for a one-day business license.
Temporary Use Permit
Temporary use permits (TUP) allow for short-term activities that may be appropriate
when regulated. The temporary use permit process is covered under article 25.64 of the
Palm Desert Municipal Code. The normal review time for these requests is two weeks,
depending on the complexity of the project.
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Encroachment Permit
Any construction or demolition occurring in the City of Palm Desert that involves work
within the public right-of-way requires an Encroachment Permit prior to beginning the
work. Along with your permit application, you must submit an approved traffic control
plan. Encroachment permit applications can be downloaded from the City’s website –
cityofpalmdesert.org – and are available from the Public Works Department at City
Hall. Please allow 48 hours for approval of your application for an encroachment permit.
Traffic Control Plan Permit/Approval
Any road closures will require a traffic control plan. Tops ‘N Barricades, a company in
Indio, can provide assistance. Information: 760-347-2111. The plan will need to be
approved by the City’s Public Works Department. For more information, see section
Operational Plan – Street Closure and Reopening on page 12.
Event Infrastructure - Temporary Tents, Canopies, Membrane
Structures, Bleachers, Platforms and Stages
This section of the application has been designed to help you better understand the
buildout of your event venue including the size and types of stages, tenting and
canopies you plan to use at your proposed event.
Permits are required for all temporary tents and membrane structures that exceed 400
square feet (19 m2) in area and canopies (no side walls) exceeding aggregate 700
square feet (65 m2) with a 12 feet fire break clearance
This is a general list of required information to be submitted. Plan check may be
required on a case by case basis. Allow 10-15 working days for plan check. More
information may be required as each project is individually evaluated. Submit the
following:
• Completed Temporary Use Permit Application from Planning Department
• (3) Site plans (11x17 minimum 24x36 maximum) showing all structures, address
Disabled Access requirements for parking, temporary restrooms (1 accessible at
each location)
• (3) Floor Plans
• Fire Rating of Tent
The following conditions must be met based on the 2016 California Building Code
and California Fire Code:
• Temporary tents and membrane structures and their appurtenances shall be
adequately braced and anchored to prevent weather related collapse. A report
shall be provided to minimally state that in the engineer’s professional opinion,
the tent is designed to withstand expected forces and climate conditions
including a minimum wind force of 110 mph, 3 second gust. The report shall be
signed and stamped with the engineer’s professional seal.
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• The sidewalls, drops and tops of temporary tents and membrane structures shall
be composed of flame-resistant material or shall be treated with a flame-
retardant in an approved manner.
• Temporary tents or membrane structures shall have a permanently affixed label
bearing the following information:
o Identification of temporary tent or membrane structure, size and fabric or
material type.
o For flame-resistant materials, the necessary information to determine
compliance with this chapter (Chapter 31) or Section 304 as applicable.
o For flame-retardant-treated materials, the date that the temporary tent or
membrane structure and other combustible materials were last treated
with an approved flame retardant.
o The trade name and type of flame retardant utilized in the flame-retardant
treatment.
o The name of the person and firm that applied the flame retardant.
Floor plan of the tent delineating the following requirements of Chapter 31:
• Portable Fire Extinguishers to be located per the Fire Marshal prior to occupancy.
• Seating arrangement plan (if applicable)
• Cooking and heating equipment shall not be located within 10 feet of exits or
combustible materials.
• Operations such as warming of food, cooking demonstrations, and similar
operations that use solid flammable, butane and other similar devices that do not
pose an ignition hazard, shall be approved.
• Outdoor cooking that produces sparks or grease laden vapors shall not be
performed within 20 feet from temporary membrane structures and tents.
• Delineate the exits shall be spaced at approximately equal intervals around the
perimeter of the test within 100 feet or less from any point:
Occupancy load of 10-199 requires 2 exits – 72 inches wide (6 feet)
Occupancy load of 200-499 requires 3 exits – 72 inches wide (6 feet)
Occupancy load 500-999 requires 4 exits – 96 inches wide (8 feet)
Occupancy load 1000-1,999 requires 5 exits – 120 inches wide (10 feet)
Occupancy load 2000-2,999 requires 6 exits – 120 inches wide (10 feet)
Occupancy load over 3,000 requires 7 exits – 120 inches wide (10 feet) -
See Fire Marshal for assistance.
• Exit curtains shall be free sliding and of contrasting color to the tent. Doors shall
swing in the direction of exit travel.
• Exit signs when occupant load is 50 or more (illuminated if occupant load is more
than 100).
• No combustible materials shall be located within any tent. “No Smoking” signs
shall be posted at all tent openings.
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Electrical permit required for all portable generators:
• Show locations of temporary generators and fuel storage if applicable that are
onsite. Generators must be at least 20 ft. from tents/membrane structures and
shall be isolated from contact with the public by fencing, enclosure or other
approved means. CFC Section 3104.19. (See Temporary Generator for Special
Events handout for requirements.)
Applications that include bleachers, grandstands and stages must provide:
• Calculation or certification from a structural, civil, or other qualified registered
engineer. The structure of the bleachers shall be sufficient to support the
proposed loads.
• An exit plan showing location, width, and configuration of exits.
• A plan indicating location of handicapped accessible seating. State accessibility
laws require that wheelchair areas shall be an integral part of any seating plan,
and shall be arranged so as to provide persons with disabilities a choice of
admission prices and lines of sight comparable to those of the general public. At
least one companion seat shall be provided next to each wheelchair seating
space. The number of spaces shall be 1 space for up to 25 persons, 2 up to 50, 4
up to 150, 6 up to 500, and one additional space for each fraction of 100 people
over 500 people. CBC 11B-221
• Elevated temporary platforms/stages are required to be accessible via a lift or
ramp. Provide complete details on the plans. CBC 11B-201.3
Event Infrastructure - Temporary Generator
This section of the application has been designed to help you better understand the
buildout of your event venue when temporary generators are needed.
A temporary generator permit is required for the temporary installation of electric
generators at special events to ensure that the electrical installation meets the safety
requirements of the California Electrical and Fire Code. A temporary generator permit is
only valid for 90 days from the date of permit issuance as allowed by the California
Electrical Code for temporary wiring (CEC 590.3(b)).
The following is required for a permit:
1. Approval from Planning Department (TUP)
2. Building and Safety Application completed
3. Site Plan showing:
• Location of generators (20 ft. away from buildings)
• One fire extinguisher per generator (20B:C)
• Wires
• The enclosure. Generators shall be isolated from contact with the public by
fencing, enclosure, or other approved means. CFC Section 3104.20
• Note on site plan stating method of grounding
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• Verification/Approval for generator from AQMD:
Portable Equipment Registration Program (PERP)
Call AQMD's PERP Hotline: 1-877-810-6995
• Fire Department Inspection and fee is also required
Event Infrastructure – Trash and Recycling
If it is determined that your event is required provide recycling and/or bins you may
contract Burrtec Waste and Recycling Services as they are the City’s only approved
vendor for this service.
For more details on Burrtec contact them at 760.340.2113 or at
customerservice@burrtecdesert.com.
Event Infrastructure – Restrooms and Sinks
Dependent on the number of attendees at your event, please note that additional
restrooms and sinks may be advised.
Operational Plan – Street Closure and Reopening
Any road closures will require a traffic control plan. Please contact Tops ‘N Barricades
in Indio at 760-347-2111 for assistance. The traffic control plan must be approved by
the City of Palm Desert Public Works Department at least two weeks prior to your event.
Operational Plan – Alcohol Management
It is illegal for anyone under age 21 to consume alcoholic beverages in the State of
California. As the Host Organization or authorized representative listed on the Citywide
Special Event Permit Application, you and/or your organization are legally liable for any
consumption and/or possession of alcohol by a minor.
Applying for a Permit
If you propose to sell or furnish alcoholic beverages at your event, you will be required
to obtain a permit from the California State Department of Alcoholic Beverage Control
(ABC) in addition to your Special Event Permit. The Palm Desert Police Department and
State ABC representatives will review your event plans and alcohol management
strategies before your license is approved. If the proposed event will take place on
public land; within a City-owned facility; or other City-managed property, you will also be
required to have the Palm Desert City Manager sign off on the application. The ABC
may place restrictions on the way in which alcohol is managed at your proposed event.
More information is available at www.abc.ca.gov or the local Palm Desert ABC office at
760-324-2027.
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Beer Gardens
If your event is open to the public or is a private event in a venue location where alcohol
consumption is prohibited except with a special event permit, the City of Palm Desert
prohibits the consumption of alcohol in the event venue outside of a controlled space,
commonly referred to as a “beer garden”.
A beer garden is required to separate guests of a legal drinking age from those who are
not. All beer gardens must be constructed with material or in a manner that prevents
beverages from being passed through to patrons outside the controlled space.
A beer garden can be constructed using several different methods including:
One, six-foot (6’) free standing chain link fence, clear plastic sheeting, or other
material that will easily allow the interior to be visible from the outside. Posters,
banners, and other material shall not block more than 20% of the visibility.
Two, four- foot (4’) free standing fences or other barriers placed six feet (6’)
apart.
Tent structures may be used for beer gardens when appropriate security
measures are employed. Exits will be based on tent requirements
All entrances and exits must be a minimum four feet wide and free of any
obstructions.
The Fire Marshal requires entrances and exits to be spaced apart from each
other based on the following formula:
o Corner to Corner Diagonal Distance ÷ 2 = Distance between Exits
Example: a 40’ x 40’ square has a diagonal measurement of 56 feet
(56’).
56’ ÷ 2’= 28’.
Therefore, the exits must be placed at least 28 feet (28’) apart from
each other.
The Fire Marshal will establish the maximum occupancy based on the proposed
square footage, usage and furnishings of your beer garden*.
The number of exits depends on the established maximum occupancy of your
beer garden:
o 1 exit for 1 to 49 occupants
o 2 exits for 50 to 500 occupants
o 3 exits for 501 to 1,000 occupants
o 4 exits for 1,001 and more occupants
o Each additional 1,000 occupants will require an additional exit
As part of your event plans, you must depict the size and configuration of any proposed
beer gardens on your site plan or route map.
*Occupancy and entrance/exit requirements based on maximum beer garden size for each category
using calculations established in the California Fire Code.
Insurance Requirements
As soon as you begin to plan your event, review your insurance policy exclusions and
provide the City’s insurance requirements to your broker to determine whether there is
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coverage for all activities planned and that insurance documents can be provided to
meet the city’s requirements. This will help avoid errors and omissions, the most
common reasons that insurance is not accepted.
Insurance requirements depend on the event’s risk level. As a general rule, the City
requires a minimum of one million dollars ($1,000,000) in liability coverage. Events with
higher risk levels require additional insurance coverage in the form of higher limits. The
City’s Risk Management Department has final authority regarding the insurance
coverage and limits for special events and can require insurance coverage from other
service providers; place requirements on Event Components and/or modify Event
Components in a Special Event due to the unique nature or risk of a particular Event or
Event Component; and require participant waivers.
Before final approval of your Special Event Application, you will need to submit a
certificate(s) and endorsement(s) for your Commercial General Liability Insurance policy
that names the City of Palm Desert, its officials, agents, and employees as “additional
insured.” Workers’ Compensation Insurance and Liquor Liability insurance (if applicable)
shall be provided as well. All certificates of insurance must provide coverage for the
duration of the event, including set up and tear down dates.
The Following Insurance Documents Must Be Submitted:
Certificate(s) of Insurance
Complete the checklist for each policy required for the event (sample certificate found in
the supplemental insurance handout, on the Special Event website page). This
document is a statement of the coverage in place, but does not extend coverage or any
other rights to the City or any other party.
Endorsement to the Policy
Complete the checklist. This document adds language to the insurance policy that is
required by the permit. An example is the requirement to designate the City as
“additional insured” on the insured’s policy.
A model endorsement form and samples of insurance industry standard endorsement
forms that are acceptable (as long as they have not been altered with additional wording
to limit/restrict coverage) are found on the sample certificate found in the supplemental
insurance handout, on the Special Event website page.
NOTE: Excerpts from policies are not accepted in lieu of the required endorsement.
Certificate(s) Checklist
(1) Insured: The insured matches the Applicant’s name as it appears on the
special event agreement/application. The Applicant is the party responsible for
the event.
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(2) General Liability: “Occurrence box is checked.
o Additional policies or confirmation of coverage in this policy are required
for activities that are commonly excluded from the typical Commercial
General Liability policy. An example is Liquor Liability insurance, which
generally is provided by separate policy. If alcohol is available for
consumption as part of the event, then Liquor Liability insurance is
required.
(2a) Limits: Minimum per occurrence limit (higher may be required depending on
event risks):
$1 million per occurrence general liability coverage
$2 million general aggregate
o Liquor Liability coverage must be included on the certificate at the same
coverage limit even if provided in another policy.
o Automobile Liability
Required if the organization’s employees will be utilizing a vehicle
in the performance of their duties under this agreement
$1 million combined single limit for each accident
o Workers’ Compensation with limits of:
$1 million (Required if the insured has paid employees)
(3) Policy Effective and expiration dates: Policy is current and date(s) of the
event fall within the “policy effective” and “policy expiration” dates.
(4) Excess/Umbrella: Supplements limits of other policies to meet required limits,
as necessary.
(5) Other: Liquor Liability or other coverage required for the permit is shown here,
or with another appropriate policy.
(6) Description of Operations: The name of the event and the date(s) on which it
will be held are shown here. Additional Insured language is also included here:
The City Palm Desert, its officials, agents, and employees. Thereshould be no
language attempting to limit liability. Coverage is shown for event activities that
are commonly excluded from a typical Certificate of General Liability policy or
typically outside the scope of coverage for a policy for one specific activity, such
as a sport.
(7) Certificate Holder: City of Palm Desert 73510 Fred Waring Dr., Palm Desert,
CA 92260
Endorsement Checklist
In addition to the certificates of insurance, the City requires proof of the policy
endorsements. A model endorsement form as well as samples of acceptable insurance
industry standard forms can be found on pages. Complete the checklist for each
endorsement required for the event.
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The endorsement(s) requirements for Commercial General Liability, Automobile
Liability, Liquor Liability and Worker’s Compensation include the following:
The City of Palm Desert, its officials, agents, and employees. You must
provide a copy of the actual endorsement. Listing the City as an additional
insured on the certificate of insurance is not sufficient.
Workers’ Compensation
The policy must be endorsed to provide The City of Palm Desert a Waiver of
Subrogation. A copy of the actual endorsement must be provided. Referencing
the Waiver of Subrogation on the certificate of insurance is not sufficient. A
model Waiver of Subrogation form and sample, which should not be altered with
additional wording to limit/restrict coverage, are found in the supplemental
insurance handout, on the Special Event website page.
Waiver Forms
Any and all waiver forms the Host Organization or City requires its Event participants to
execute shall specifically include:
The City Palm Desert, its officials, agents, and employees
Site Plan/Route Map
The site plan or route map you include with your permit application is a visual
representation of all the infrastructure and operational event elements that you describe
in your permit application. The plan/map should include any stationary elements as well
as moving routes. The final permit issued by the City of Palm Desert will only be valid
for the venue areas and event elements described in your permit application and site
plan or route map. Modifications to your request may be required during the permit
review process and will be incorporated in the final permit. Following are guidelines to
assist you in the development of your site plan or route map:
Technical Specifications
Site plans, route maps and supporting drawings/diagrams should be
submitted in PDF format and in an 8 ½" x 11" or 11" x 17" standard format.
Boundaries and Routes
Your site plan or route map must include the names of all streets and/or areas
that are part of the proposed event.
All signage, language, dimensions
If your event includes activities with moving routes of any kind such as a
parade, run, or cycling event, the direction of travel and all proposed lane
closures must be depicted on the site plan or route map
The location of fencing, barriers and/or barricades must be depicted on your
site plan or route map. This includes barriers used to denote stationary
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elements such as beer gardens and to articulate participant flow for athletic
events.
All access routes, removable fencing, and exit locations should be clearly
identified on your site plan or route map
Access points for emergency vehicles and equipment should also be
identified including 20-foot emergency access lanes throughout the event
venue.
Event Operations
Your site plan or route map should include the location of all event operational
elements identified in your permit application including, but not limited to:
o Stages and entertainment areas.
o Generators
o Tents, canopies and/or booths.
o Location of beer garden(s). A close‐up of the beer garden
configuration(s) with all exit locations, serving fixtures, furniture and
tenting is required.
o Tables, seating and other furniture.
o Other related operational components not listed above but included in
your permit application
Site Plan Example
A site plan example can be found on the City of Palm Desert website on the
Special Events page, listed as site plan example.
Amplified Sound or Music
If your event involves amplified sound or music you must comply with the City’s sound
level limits (PDMC 9.24.030), as they are strictly enforced. Please provide a site plan to
the City’s Code Compliance Department and schedule a sound check with the
department to help prevent complaints from residents and businesses.
Crowd Managers
Where facilities or events involve a gathering of more than 1,000 people, crowd
managers shall be provided in accordance with Sections 403.12.3.1 through 403.12.3.3
in the California Fire Code. The minimum number of crowd managers shall be
established at a ratio of one crowd manager for every 250 persons. A crowd manager
training course can be completed online. Once the training course is complete,
certificates of completion must be printed and given to the Fire Marshal. For more
information on crowd managers and assistance on training please visit
www.crowdmanagers.com.
CITY OF PALM DESERT 17 EVENT PLANNING GUIDE
Affected Party Notifications
If your event may have any negative impact on a business, individual or the community
as a whole, such as street closures, loud music or a large group presence you are
required to notify those affected. When you submit the Special Event
Application/Agreement, as well as your site plan/route map the City will advise you
which businesses, residents and/or communities you must notify prior to your event.
Applicants are required to make all notifications a minimum of two weeks prior to the
event, in one of two ways listed below:
1. Via the US Postal Service or by direct distribution
2. Via email
Notifications must contain information concerning the event and how to contact the
Applicant before and after it occurs. Proof that notification has been given to affected
residences and businesses must be given to the City.
The City of Palm Desert’s Public Information Officer will also send a notification to the
media when street closures or fireworks are involved. Please note that this does not
replace the Applicant’s notification.
American Disability Act
All events are required to comply with all applicable City, county, state and federal
disability access requirements. All temporary venues, related structures and outdoor
sites for special events must be accessible to persons with disabilities.
Disability access may include:
• Parking
• Restrooms
• Clear paths of travel
• Transportation
• Signage
• Food/beverage/vending