Vehicle-Based Gatherings during COVID-19 Shelter-in-Place Order

BACKGROUND AND PURPOSE: 

On May 18, 2020, the County of Alameda Public Health Department issued an Order permitting highly regulated vehicle-based gatherings (HO Order 20-12) such as graduation ceremonies or religious activities. A Vehicle-Based Gathering Permit is required for such events regardless of number of participating vehicles. Event organizers for vehicle-based gatherings must apply for a permit at least 14 business days in advance of the proposed event set-up date. This permit is considered a City of Hayward Tier Two Zoning Conformance Permit and requires a $53.00 permit fee. General questions can be directed to Planning Division at planning.division@hayward-ca.gov or by calling the Planning Line at (510) 583-4216, Monday through Friday from 8 a.m. to 5 p.m. See instructions on how to apply on Page 2 of this document. 

Event organizers shall also apply for any other jurisdictional permits and permissions necessary (school districts, Hayward Area Recreation and Park District (HARD), East Bay Regional Park Districts, etc.) in addition to the City of Hayward Zoning Conformance Permit for Vehicle-Based Gatherings subject to the regulations listed below. The use of City property, if requested, will be evaluated on a case-by-case basis. A 14-business day permit cannot be guaranteed. 

VEHICLE-BASED GATHERING OPERATING STANDARDS:

Vehicle gatherings of up to 200 cars at a time, for no longer than 3 hours, are permitted subject to the following operational standards below. Please review carefully.

  • The Vehicle Gathering Order is intended to permit graduation ceremonies and religious activities.
  • Gathering shall be held outdoors only, in parking lots and must be by invite only.
  • Gatherings of more than 10 cars must have on-site security, requested by a private security firm if the organizer does not employ security guards.
  • >Face coverings and social distancing must be adhered to by security and on-site event organizer.
  • Vehicles must park six (6) feet apart, and size/space of location will determine number of cars allowed. The 6-foot distance is required on all sides of a vehicle.
  • Parking arrangement must accommodate emergency vehicle access. There must be a 20-foot aisle clearance from vehicle entry point to any buildings located on site, and there must be a 20-foot aisle clearance immediately adjacent to all sides of buildings located on site.
  • No food or drink sales, distribution or exchanges of any items between vehicles or organizers are permitted at the event. Exception: the host may provide a significant paper document to one participant at a time.
  • Any food/drink or refuse brought by occupants of a vehicle must remain in the vehicle.
  • Occupants of the cars shall comply with the following standards:
  1. Must be of the same household;
  2. Wear face coverings if the windows are open;
  3. Shall remain in the car at all times, except to go to the bathroom (if one is provided), or if host expresses permission for a brief period of time (limited to one vehicle at a time); and
  4. Shall not linger/socialize with occupants of other cars if outside the car.
  • Vehicles must be enclosed. No convertibles, motorcycles or vehicles without doors may participate. All applicable vehicle codes apply.
  • Amplified sound will be limited; radio transmission is recommended. For example, audio can be delivered using car radio, telephone conference calls, or live streams via: Zoom, Facebook, YouTube, or other platforms. Events shall still adhere to the City’s Noise Ordinance Section 4-1.01 of Hayward Municipal Code. 
  • If usage of City property usage is granted, the event organizer must provide a minimum $1,000,000 liability insurance certificate and additional insurance endorsement with the City of Hayward as additional insured. 
  • Event host must review the entire health order carefully to ensure adherence to all necessary requirements. 
  • Event host must comply with any newly established Alameda County guidelines, revisions to Health Order No. 20-12, or revisions to any related or applicable Health Orders issued by the Alameda County prior to the event. 

Other Considerations

  • Events should take place between 7:00 a.m. to 7:00 p.m. (exceptions may be made for unusual circumstances);
  • Event notifications to nearby residents and businesses may be required; 
  • Parked vehicles are recommended to have engines turned off; 
  • Events with high number of attendance or vehicle line up should consider staggered arrival; 
  • The event host may establish additional criteria, such as limiting length of participating vehicles or allowing only one vehicle per family; 
  • Events should restrict honking of cars except when needed for safety reasons; 
  • Temporary signage shall be required to adhere to Section 10-7.600 of the Hayward Municipal Code.  

HOW TO APPLY FOR VEHICLE-BASED GATHERING PERMIT: 

Complete and submit the required documents listed below via email to planning.division@hayward-ca.gov at least 14 business days prior to your proposed event date. Note: A typical e-mail only allows a total attachment size of 10 MB. If your documents are significant in size, consider uploading them to a server (OneDrive, Google Drive, DropBox, etc.) and provide a download link. For any questions, please contact the Planning Line at (510) 583-4216, Monday through Friday, 8 a.m. to 5 p.m. Please note that Hayward City Hall and Permit Center offices, located a 777 B Street Hayward CA 94541, are closed until the Shelter-in-Place Order is lifted. 

Required Documents

  • Application Form - Zoning Conformance Permit Tier 2
  • Vehicle-Based Gathering Plan with Event Site Plan 
  • Written Authorization from Property Owner 
  • Completed Waiver of Liability and Indemnity Agreement 
  • $1,000,000 Liability Insurance, if applicable (For Use of City of Hayward Property) 
  • Payment of Applicable Fee (phone payments via credit card will require 3% processing fee) 

 

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