A “special event” is defined as any planned activity that requires use of public property which is not within the normal and ordinary use of the property or which, by nature of the activity, may have a greater impact on City services or resources, neighborhoods, businesses or the community as a whole than would have occurred had the activity not taken place, including, but not limited to, parades, gatherings, arts and crafts shows/fairs, festivals, and athletic events.  Development Services Department Director or his/her designee shall determine whether or not an activity is considered a special event.

BEFORE THE EVENT, ORGANIZER IS REQUIRED TO:

• Fill out the following “Special Event Application Form,” sign where indicated, and return an original copy with all requested documentation (SITE PLAN, PARKING PLAN, TRAFFIC/DETOUR PLAN, VENDOR LIST, PRIVATE SECURITY PLAN) to the City’s Permit Center at least 21 days in advance of event.  Please call 510.583.4140 with any questions.  
• Pay relevant permit and staffing costs to City (which will be estimated once application is reviewed in full).
• Inform any vendors planning to sell at the event of the requirements that they will need to fulfill (See “Rules and Regulations for Special Event Vendors”).
• Obtain a Hayward business license or exemption.  Please contact the City’s Revenue Department at 510.583.4600 for more information.
• Ensure that tent/booth setup and features comply with California State Fire Marshall Codes.  Please contact the City’s Fire Department at 510.583.4900 for more information.  
• Obtain and keep in force, including set up and tear down of the event, a Commercial General Liability Insurance policy with limits equal to or greater than $1,000,000 per occurrence.  You will need BOTH a copy of the CERTIFICATE OF INSURANCE evidencing coverage and an ADDITIONAL INSURED ENDORSEMENT naming the City of Hayward, its directors, agents or employees as additional ensured.  Please contact the City Attorney at 510.583.4450 for more information.
• Notify affected residents/businesses/property owners about the event. 
• Obtain the health permit issued by Alameda County if food or beverages are to be served at the event.  For more information call 510.567.6754.
• Pay a deposit and/or relevant fees for use of City facilities (i.e., City Hall Plaza).  For more information, please contact the Facilities/Building Management – Liz Sanchez/Admin Analyst II at 510.583.4822.
• Obtain written permission from the City’s Economic Development Division prior to using any of the City’s logos for promotional purposes.  Please call 510.583.4236 to request permission.  
• Include public transportation access to the special event on any marketing materials that provides driving and/or parking instructions.
• Obtain approval of a waste and recycling plan from the City’s Solid Waste Manager. (Contact Jeff Krump at 510.583.4725 or jeff.krump@hayward-ca.gov). The plan shall include:

1. a map or architectural drawing indicating the number, type (i.e., cart or bin size) and location of containers that will be used to separately collect non-recyclable trash, recyclables (food and beverage containers made of plastic, metal or glass; clean paper and cardboard), and organics (food scraps and food soiled paper), as applicable. 
2. the contact name, address and phone of the service provider(s) that will be collecting the recyclables and organics from the site and the facility where the recyclables and organics will be delivered for processing. 
3. Acknowledgment that all trash container(s) must be provided by the City’s franchisee, Waste Management (WM).  WM can be contacted at 510.613.8740 to arrange for service. WM also provides containers to store and collect recyclables and organics for a nominal fee.
4. State law (AB 2176) requires large events reduce the amount of landfilled waste. 

• Waste Reduction Tips for Large Venues & Events and Special Event Best Practices 
• Sustainability Guidelines for Special Events

Obtain State and City approval if planning to sell or distribute alcohol at the event:  

1. If your event will take place on City property (e.g., City Hall Plaza), you will first need to call 510.583.4820 to solicit permission from Liz Sanchez, the Facilities Manager.  
2. All events involving alcohol will also need to solicit permission from the Police Department; please contact Lt. Jason Martinez 510.583.4820 or Sgt. Ken Forkus 510.583.4820 for more information. 
3. All events involving alcohol also require a temporary permit from the state’s Alcohol Beverage Control (ABC).  For more information contact the ABC office in Oakland at 510.622.4970.  

• Obtain approval from East Bay Humane Society for use of animals at event.  For more information, please call 510.845.1962.
• Obtain approval from adjacent jurisdiction (if the event involves another jurisdiction). Attach the written (email is acceptable) approval with application. 
• Contact AC Transit regarding any road closures, if applicable: John Urgo, Transportation Planner, jurgo@actransit.org, Patricia Mason, Service Supervision, pmason@actransit.org and/or Debra Reese, Superintendent, dreese@actransit.org

AT THE EVENT, THE ORGANIZER IS REQUIRED TO:

• Display all necessary permits and/or licenses.
• Ensure that vendors are comply with the City's ordinance regarding the use of polystyrene foam.  Food containers such as cups, plates, bowls, and trays made of polystyrene are prohibited from use at any event.  The City of Hayward promotes the use of any reusable, recyclable, or compostable food service ware and packaging, with paper-based compostable service ware and packaging strongly preferred.  Several companies offer alternative products that are environmentally safe.  Contact the City's Environmental Services Division at recycling@hayward-ca.gov for a listing.  
• Ensure all waste sorting stations have signage.  Effective signage is essential for clarifying which materials can be recycled and where to put them.  Make sure signage is easy to read and informs visitors of recycling procedures.  Place signs high so that event attendees can see them from a distance.  Signs may be borrowed from the City's Solid Waste Program Manager (recycling@hayward-ca.gov).
• Guarantee that no portion of booth space is subl etted or apportioned to anyone else during the event.
• Comply with all fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety. Failure to comply may result in expulsion from the event and no refund of permitting or licensing fees.
• Ensure that all food vendors comply with the City’s ordinance regarding the use of polystyrene foam. Food containers such as cups, plates, bowls and trays made of polystyrene foam are prohibited from use at any event.  Information is available here. Non-compliance may result in citations, as described in the ordinance.
• Pursuant to Chapter 11, Article 5 of the Hayward Municipal Code all non-stormwater discharges to the City’s storm drain system are prohibited.  Any knowledge of a confirmed or non-confirmed release of non-stormwater materials must be reported to the City and subsequently the spill must be abated. 
• Violators of the Chapter 11, Article 5 of the Hayward Municipal Code (see link above) are subject to sanctions of the federal Clean Water Act and state law, including the Porter-Cologne Act, and municipal law, and may be subject to the sanctions of those laws including civil and criminal penalty. Please contact Elisa Wilfong, the City’s Water Pollution Control Administrator, at 510.881.7960 for more information.

AFTER THE EVENT, ORGANIZER IS REQUIRED TO:

• Within ten working days after the event, prepare and submit:

1. the estimated pounds or tons of separately collected trash, recyclables and organics based on weigh tags provided by the facility where the materials were delivered for processing;
2. the estimated number of attendees at the event; and
3. the event date(s).  This information shall be submitted to the City’s Solid Waste Manager, Jeff Krump. (510.583.4725 or jeff.krump@hayward-ca.gov)