This section of the application is intended to provide the City of Carlsbad with an overview of your event. Information you provide is public information and may be used for promotional purposes including, but not limited to, print, electronic and internet formats.
Describe the names and addresses of the areas involved: streets, public and private properties, parks and facilities. If private properties are involved, letters of consent are required for use of those properties. For Westfield Shopping Center’s (WSC) parking lot, which is owned by the City of Carlsbad, consent from the city’s Property and Environmental Management Department is required before the special event application can be accepted.
As an Applicant you must be certain that all event-related activities comply with local, state and federal laws.
Description of Event
The description requested in the application is to be promotional in nature. Include:
Whether this is a non-profit or for-profit event
What charity, organization, persons the event is benefitting
The Applicant is the party or entity legally responsible for the event. The Applicant or the Applicant’s Agent must be available to work closely with the Special Events Committee throughout the permitting process. In the event that any information provided is inaccurate, the Applicant may be personally liable for all costs and damages incurred as a result of this special event. The Applicant must be the same party or entity that:
Has signed the Affidavit of Applicant
Is named as the Insured on all required insurance documents, including the ACORD™ Certificate Of Liability Insurance (see Insurance Requirements section)
Is the same Applicant that holds a current Carlsbad Business License
If the required insurance for the event is provided from any entity other than the Applicant, that entity must also appear as a Co-Applicant, provide the same signatures as set forth above, and be named as additional insured.
Special Aspect Entity
If a particular aspect of the event (e.g. alcohol, inflatables, fireworks/pyrotechnics, climbing wall, security, traffic control, etc.) is not provided or insured by the Applicant, the entity providing that particular aspect of the event must also fulfill the city’s insurance requirements. That entity must also execute the “Special Aspect of Event Release from Liability and Indemnification” signature page of the application.
The Applicant or Agent of the Applicant must be authorized to sign the application and work with the Special Events Committee. In some cases, documentation must be submitted that indicates the signer is authorized to be legally responsible. You may indicate authorization for five future events to be kept on file. There may be an instance that there is no one to authorize the signer because the signer is the top-ranking individual. A document indicating so on letterhead is greatly appreciated. The goal is to be sure all parties are aware of each person’s role at all levels of the host organization and the city.
Sometimes the Applicant, or Agent of the Applicant, delegates an event staff person to work with the Special Events Committee. This person is named and authorized in the application. Examples of Applicants, Agents or event staff might be:
A national office may sign as the Applicant but the local chapter may assign staff to work with the city.
The corporate president may sign but an office assistant may do the work with the city.
The Chief Executive Officer of a non-profit entity may sign but a board member may work with the city.
The Applicant may contract with a Professional Event Organizer to work with the city’s Special Event Committee to plan, produce and/or manage your event. The Professional Event Organizer must be available to work closely with the Special Events Committee throughout the permitting process. This person is named and authorized in the application. The Professional Event Organizer is not eligible to sign documents in-lieu of or on the behalf of the Applicant.
A current City of Carlsbad business license is required for all special event applicants and co-applicants. You are required to provide a copy of your license for verification by city staff.
For-profit and non-profit organizations are both required to have a Carlsbad business license. Organizations or entities without an IRS 501(C)(3) valid tax exemption status are considered to be commercial in nature. Requests from non-profit organizations require a copy of the IRS 501(C)(3) tax exemption letter with the business licensing application, and there is no cost for a non-profit business license. To obtain a license, contact the Business Licensing Department at 760-602-2495 at least 30 days in advance of needing your license.
The special event permit can allow you exclusive control and regulation of any concessionaires within your defined event venue. You need to provide a plan for regulation and controlling such concessionaires. Park and beach regulations may vary. Contact the City of Carlsbad’s Parks & Recreation Department if your event is on park property and California State Parks if your event is on beach property.
An amendment to 8.17.070 CMC also requires a special event Applicant to pay a non-refundable fee to be submitted with the application fee to allow third-party vendors to participate under the Applicant’s Carlsbad Business License. The fee is as follows:
$138 for the first day
$111 for the second day
$83 for each day thereafter
In lieu of the vendor fee, all vendors involved in the event would need to submit current Carlsbad business licenses.
The following events must sponsor a meeting for all affected parties:
A first time major event
A major event that has not been held for more than 2 years
A first time event at a city facility not authorized by a facility use permit
An event at a city facility that is not authorized by a facility use permit and has not been held for more than 2 years
The purpose of the affected party meeting is to allow the Applicant to identify and address concerns regarding the time, place, and manner in which the special event is to be held. Concerns regarding the message or viewpoint of the event sponsor are not considered. This meeting must be held between 80 and 180 daysprior to the date of the special event and will be facilitated by city staff.
Affected Party Meeting Notice
Notifications are required to be disseminated a minimum of 10 days prior to the meeting via the United States Postal Service or by direct distribution. Affected parties are those residents and businesses located within 300 feet of the special event area that are likely to experience impact and those within reasonable hearing for fireworks.
To adequately inform your recipients, the following list should help remind you of the important information that should be relayed to those affected by your event:
Description of event and purpose
Dates and times of event, set-up and dismantle, road closures
Schedule of event activities
Location of event venue(s)
Road closure summary
Site map/route map
Number of spectators and participants
Information on how to participate in event
Event’s public contact’s name, phone number, e-mail address, website
City’s Special Event Coordinator’s name, phone number, e-mail address (required)
The Special Events Committee also requests that you notify these applicable affected agencies:
A site plan is required for most events. To ensure prompt and proper review, it is preferred you submit blueprints or computer assisted drawings (CAD). If CAD is not available, the plans should be produced in a clear and legible manner and submitted in an 8 ½" x 11" or 11" x 17" standard format. To supplement your site plan, provide a detailed narrative and time-line including a description of activities within and during the event.
The layout should include but not be limited to showing the following:
An outline of the entire event venue including the names of all streets or areas that are part of the venue and the surrounding area
The location of fencing, barriers and/or barricades--show any removable fencing for emergency access
All signage, language, dimensions
Exit locations for outdoor events that are fenced and/or location within tents or tent structures
Access points for emergency vehicles and equipment
20 foot emergency access lanes throughout the event venue
How all event components that meet accessibility standards
Location of parking for the disabled
Location of portable, prefabricated, or site built structures, staging, platforms, bleachers, grandstands, bridges, tents, canopies, and booths
Shuttle zone location
Location of first aid facilities and ambulances and their access points
Location of all portable restrooms, trash and recycling containers and dumpsters
Location of water supplies, run-off containment, storm drains, water stations
A close-up of the food and/or cooking area configuration with all fire extinguisher locations--include booth identification of all vendors cooking with flammable gases, open flames or barbecue grills
A close-up of the alcohol service area
Location of fuel storage and/or generator locations and/or source of electricity
Placement of vehicles and/or trailers
Details of any inflatables or rides
Area allocated to accommodate individuals desiring to express opinions not consistent with the purpose or intent of the event (Freedom of Speech areas)
Other related event components not listed above
The Applicant is responsible for:
Inspecting all areas within the event site for hazards
Notifying the Special Events Coordinator, Officer in Charge, or other appropriate city staff a minimum of 48 hours in advance of the event to allow for corrective/remedial measures
Taking steps to protect event participants and attendees until corrective/remedial measures are implemented
No materials may be drilled into the concrete or attached to any city property or vegetation without permission. The Applicant is responsible for any damage that occurs to city property/facilities due to the event, and will be billed at full recovery rates plus overhead for cleanup and repairs necessary as a result of the event.
Based on your event site plan and components, the Carlsbad Fire Prevention Department and/or Carlsbad Building Department may require inspections of your venue before and/or during the event at your cost. A minimum charge for the inspections is established by the Master Fee Schedule. For more information, you may contact Fire Prevention at 760-602-4665.
The Fire Prevention Department may require inspections should the event include:
The use of a barbecue
Inflatable/hot air balloons
The Building Department may require the issuance of building permits should the event include:
Site built structures
Other similar structures
Involve electrical modifications
Provide all necessary structural calculations, drawings and related site inspections required by the Building Department to facilitate the review and permit issuance. A cash bond with a completion/forfeiture date may be required if plans/permits are not complete at the time the building application is filed. For more information, you may contact the Building Department at 760-602-2719 no less than 14 calendar days prior to needing your permit.
If your event impacts or restricts the public’s normal or typical use of city streets, bike lanes, sidewalks, parks, beaches or public water ways, you are required to provide a TCP. The city mandates the services of a private barricade vendor to draft and implement the TCP which is then reviewed and approved by the city Traffic Engineer. The TCP:
Illustrates the appropriate and safe handling of traffic for your event
Illustrates how traffic control will be set-up and implemented
Must meet the standards of the California Manual on Uniform Traffic Control Devices
Helps to assure minimal impact on traffic progress without compromising safety
Is applicable for both moving routes and fixed venues
Blueprint or computer assisted drawings (CAD) plans are preferred in standard 8½” x 11” or 11” x 17” formatting. Your TCP must be submitted along with the original application to allow sufficient time for comment and revisions. If your TCP requires revisions, you will need to make the corrections in a timely manner and resubmit it. Be sure to return the original TCP (with staff corrections) along with the newly revised one for re-checking.
The TCP must indicate:
A detailed outline of the event venue including pertinent landmarks and parks
Street names should be clearly marked and all intersections shown
All detours and alternate circulation routes and all proposed street, intersection and/or lane closures
All barricades, cones, sheeting, delineators, fencing and any other traffic control product required by your TCP
All regulatory, warning and guide signs that are part of your TCP
All dimensions, sizes and spacing of any traffic control products
A signage, its dimensions, and what it says
The location and description of all off-site signs and any on-site signs that have a face area larger than 16 square feet or stand more than 4 feet above the ground
All provisions for parking, both on-site and off-site, including shuttle pick-up and drop off locations
The number and location of persons proposed or required to monitor or facilitate the event, or to provide spectator and/or traffic control--include all positions for uniformed officers, security personnel, and event volunteers
Special notes applicable to the TCP
Road Closure Sign Notifications
If your event involves road closures in accordance with CMC §8.17.110, you are required to provide and post street closure advisory notification signs 10 to 15 days prior to your event. These advisory signs are intended to provide advanced notice to the regular users of a roadway of the scheduled closure and must be shown on the TCP. All signs must be in compliance and indicate the following per specific size and location restrictions in the above code section:
If your event closes, blocks or interrupts traffic flow, you will be required to obtain traffic safety equipment for your venue. You will also be required to ensure that proper detour/parking information and signage is posted in approved locations. Depending on the type of event, you many need to use barricades, traffic cones, directional signage, fencing, etc. It is your responsibility to obtain and properly place this equipment prior to the beginning of your event.
Traffic control devices will not be supplied by the City of Carlsbad.
There are two types of signage that can be approved on the traffic control plan:
Traffic control/directional signs may not be posted more than four hours prior to and after the event.
Road closure signs may be posted 10-15 days prior to the scheduled closure.
If applicable, provide the name and contact information of the traffic safety company you will be using for your event.
The Applicant will also be responsible to provide the vendor’s insurance in compliance with the City of Carlsbad’s requirements. Traffic control is a special aspect commonly excluded from general liability policies.
If the event involves a moving route of any kind, a detailed route map is required for events in motion. Be sure to indicate:
Direction of travel
Type of travel
Size and number of vehicles
A narrative/time-line including a description of activities within the event
Your route map must be submitted along with the original application to allow sufficient time for comment and revisions. Your route map will be forwarded to appropriate city staff for review. If your route map needs to have corrections made to it, it will be returned to you. You will need to make the corrections in a timely manner and resubmit it. Be sure to return the original route map (with staff corrections) along with the newly revised one for re-checking.
It is important that you plan for the safe arrival and departure of event attendees, participants and vendors. As an Applicant you should develop a parking management plan that is suitable for the environment in which your event will take place. Remember that parking, traffic congestion and environmental pollution are all factors of concern with events. You should include the use of carpools, public transportation and alternate modes of non-polluting transportation whenever possible.
A PMP is required if: parking will be provided outside the venue or parking waivers are requested, private lots are used for parking, or shuttle services will be available. Your plan must include the following if applicable:
A parking waiver site plan
Disabled parking provisions
A copy of the letter(s) of consent from all private property owners not owned by the Applicant
Shuttle service information
The City Traffic Engineer reviews and approves these plans. Your PMP must be submitted along with the original application and traffic control plan (if applicable) to allow sufficient time for comments and revisions. Be sure to return the original PMP (with staff corrections) along with the newly revised one for re-checking.
Aside from traffic control signage, off-site signage is generally prohibited for special events. The Building, Planning and Code Enforcement Departments review requests for signage that are for purposes other than traffic control. Indicate all signage, its dimensions and what it says on the site plan, route map and/or TCP. Specific sign allowance and placement regulations are outlined per Carlsbad Municipal Code §8.17.110 and §21.41.100:
Promotional signs on the eight city kiosks may not be posted more than 16 days prior to the event and must be removed immediately, but at no time more than two days after. The maximum sign size is four feet x four feet. Use of these kiosks requires making a reservation, as noted below.
All venue signs with more than 16 square feet of sign area, or signs that are more than four feet above ground level, must be identified on the site plan. Signs/banners must be less than 50 square feet.
The city provides kiosks for your promotional advertisement signs. Reservations are required to advertise at each of the eight locations for a 16-day maximum prior to the event, with a two day grace period for removal. There is room for one sign per side of each kiosk, with a four x four foot size maximum. You may contact the Special Events Coordinator for more information at 760-931-2297.
There are several times during the year that annual events overlap in their requests to use the kiosks. Priority for posting signs, and for which side of the kiosk you may use, is given to events first in time. Reservations made first are not necessarily first to post. As space is limited, you may be asked to divide the number of locations with another event. You will either both have the opportunity to post at least four signs or to post the signs that are in the vicinity that would notify traffic of your event.
Be advised that if you move or remove signs belonging to another event without their permission, you will not be eligible to make reservations in the future. It is acceptable to work with another event via the Special Events Coordinator to make special accommodations that benefit all parties.
If your event will need street closures that affect the use of railways and/or public bus routes, a permit from NCTD may be necessary. A copy of your NCTD permit must be available upon request at the event.
For more information, you may contact NCTD as follows:
For bus notifications, contact NCTD at 760-901-1122 or 760-967-2856.
To find out what route changes are in effect, dial 511.
For railway/Coaster notifications, contact NCTD at 760-966-6700. For an emergency involving a train, contact 760-967-2821. Your permit may require a flagman, after obtaining your permit contact Ralph Godinez, Track/Flag Foreman at 760-975-9692 to schedule.
If your event will need the use of a Carlsbad park or facility before and/or during the event, you will need to obtain a Facility Use Permit at your cost. The permit will be obtained simultaneously through the special event permitting process, and the Parks & Recreation Department will work with the Special Events Coordinator to facilitate your permit.
You may contact the Parks & Recreation Department for specific questions regarding the park or facility at 760-434-2826 no less than 30 calendar days prior to needing your permit.
Applications will be reviewed, use will be categorized, and fees, if any, will be set by the Parks & Recreation Department. Carlsbad parks and facilities may be rented one year in advance to the public; submission for Special Events Permit does not guarantee Carlsbad park or facility availability.
Additional fees may be applied should the event include:
Park staff: If before 0800 hours or after 1700 hours, there is an extra staffing fee per hour per staff required for all usages other than during regular operation hours.
Inflatables: Applicable fees are required in a city park or facility. Additional insurance and signatures for this Special Aspect are required.
Additional regulations may apply to your permit such as:
No vehicles or trailers permitted on grass, natural turf or synthetic turf areas.
A refundable cleaning/damage deposit; determined by risk factors such as amplified sound, alcohol, total attendance, and alteration of traffic flow.
It is important to the community that your event is planned and organized with minimal impact to the environment. Recycling and waste reduction strategies are required as part of your initial planning process. The information provided below can help you meet that goal. For additional information regarding necessary environmental requirements for your event, you may contact the city’s Environmental Management Division/Recycling & Trash Program at 760-602-4646.
Recycling is required for all events. In 2004, the State of California passed AB 2176 requiring event organizers to develop and implement a waste reduction plan for large venues and events averaging over 2,000 attendees per day, or events that charge an admission fee. Answers to the questions in the Special Event Application will serve as your recycling and trash plan and must include:
The amount and types of waste anticipated
Actions proposed to reduce the amount generated
Provisions to handle hazardous waste
Provisions to document the actual amounts of diverted or recycled waste
To facilitate the maximum segregation of recyclable materials from the trash stream and to identify contamination, recycle bins must have lids and be clearly marked. At a minimum, one recycle bin must be placed next to each trash bin. Bins should be placed for every 100-150 attendees (both participants/spectators combined). Signage should clearly distinguish between recycle bins and trash bins.
Bin: a collection container for recyclables or trash typically 36 gallons, but may vary in size
Container: anything that contains or can contain something
Contamination: refers to the mixing of general trash in with recyclables
Segregation: the act of segregating; to separate or set apart from others; isolate
Recycling Plan for Large Events
The following information must be provided in order to be in compliance with the State of California AB 2176 regulation. If your event charges an admission fee or averages over 2,000 attendees per day, you must submit a recycled materials receipt within 30 days of your event. This documentation must include the actual amounts diverted and/or recycled (usually through presentation of a weight or yardage receipt from the receiving waste service or recycling center).
As an applicant, you must properly dispose of, or recycle waste throughout the term of your event. Immediately upon conclusion of the event, the area must be returned to a clean condition. Should you fail to perform adequate cleanup, or damage occurs to city property/facilities due to your event, you will be billed at full cost recovery rates plus overhead for clean-up and repair. In addition, such failure may result in denial of future approval for a special event permit or the requirement of a cash deposit or surety bond for future events.
City receptacles utilized by participants and spectators must be emptied during your regular trash collections during the event and restored for public use during clean-up of your event.
Waste Management, Inc. is the only “authorized collector” of trash (solid waste) in the City of Carlsbad through an exclusive franchise agreement. You must contact Waste Management, Inc. to coordinate trash and recycling container and servicing options for your event; they may be reached at 760-929-9400. If the applicant chooses, they may market and sell recyclable materials without going through Waste Management, Inc. so long as recyclables are transported privately and not through a contractor.
The city does not provide street sweeping services for special events. If applicable, provide the name and contact information of the street sweeping company you will be using for your event. If a street sweeper is used, ensure they are on-site promptly after the event.
Studies indicate that providing adequate portable sanitation facilities has a significant impact on your event. Special consideration should be given to quantity, placement and service of the portable toilets and other portable sanitation equipment such as portable hand washing stations. Federal law requires at least 10% of the portable restroom facilities be ADA accessible. The City of Carlsbad requires restrooms be provided with secondary containment trays to contain possible overflows and that restrooms be placed away from locations that have the potential to impact the storm drain system. All portable restroom and hand washing stations must be indicated on the site plan.
The city has an intricate storm drain system that is not connected to sanitary sewer systems or other treatment plans but is designed to move rainwater from the streets to creeks, lagoons and the ocean in order to prevent flooding. Any materials left behind or disposed of on streets and sidewalks can reach the storm drain system and eventually our natural resources. Local and state regulations prohibit the discharge of wash water, cleaning water, trash and debris to the storm drain system.
On January 24, 2007, the City of Carlsbad was issued a municipal storm water permit (municipal permit) by the California Regional Water Quality Control Board. The municipal permit requires the city to prevent the potential for storm water pollution during special events. All special events in Carlsbad are required to implement the minimum special event best management practices (BMPs). BMPs are structures, procedures and practices that help prevent pollutants from entering storm drains and assure that trash, litter and other pollutants generated by special events do not impact waterways.
Special events have been prioritized according to type of event, size, location, number in attendance, weather forecast, proximity to the nearest water body, and potential threat to water quality. High priority events may be required to develop a detailed SWPPP. Based on this prioritization, the city will conduct storm water compliance inspections of most special events in Carlsbad.
A SWPPP describes the steps you plan to take to prevent pollution as required per CMC §8.17 of the CMC and the California Regional Water Quality Control Board San Diego Region Order No. R9-2013-0001. The SWPPP includes a list of BMP’s to be implemented by the event organizer before, during and after the event to reduce and/or prevent pollutants from leaving the event venue. The SWPPP must be approved by the city prior to special event permit issuance. The special event application questions do cover the necessary information; however, the event organizers can submit a supplemental SWPPP in an alternate format as long as it includes the required information. (See Storm Water Pollution Prevention Plan Template)
The SWPPP must be submitted along with the original application to allow sufficient time for comments and revisions. You may contact the city’s Storm Water Protection Program for specific information and assistance with this aspect of your event planning. The city’s Storm Water Inspector, who reviews and approves these plans, can be reached at 760-602-2780 ext. 7111.
Major Event SWPPP (Greater Than 1,000 Attendees)
All major event organizers are required to develop and implement an event/venue-specific SWPPP that includes a site map, list of BMPs, and a description of how staff, vendors and participants will be trained on storm water pollution prevention.
Minor Event SWPPP (Less Than 1,000 Attendees)
Some minor event organizers may be required to develop a SWPPP that minimally includes a list of BMPs and a description of how staff, vendors and participants will be trained on pollution prevention.
Storm Drain Site Map
Event organizers must submit a site plan that identifies all of the drain inlets and/or discharge points. The storm drain map can be included as a part of the SWPPP or stand alone. The storm drain map should include the following minimum elements:
An outline of the event venue including the names of all streets or areas that are part of the event and the surrounding area.
The location of all portable toilets, trash and recycling containers, and dumpsters.
Location of all storm drain inlets, including curb inlets, grates and other discharge points. In addition, include all locations of storm drain protection devices, run-off containment features and water stations.
A detail of the food and/or cooking area and location of spill kits.
Fuel storage and/or generator locations.
Placement of vehicles and/or trailers.
Details of any inflatable rides, carnival or mechanical rides and animals attractions.
The location of activities and materials that have the potential to contribute to pollution must be depicted.
If your event plans to include any of the following items, a permit or inspections from the Carlsbad Fire Department may be necessary:
Flame producing equipment or hot work
Food preparation sites
Liquid or gas-fueled vehicles (equipment) within an assembly occupancy or covered mall
A tent permit is required if a tent is over 200 square feet, a canopy is over 400 square feet, or “EZ Ups” cumulatively measure 400 square feet or more. Small tents and/or canopies placed less than 20 feet apart are considered one area for inspection purposes. You may contact Fire Prevention at 760-602-4665 for a tent permit no less than 14 calendar days prior to needing your permit. You will be required to provide a copy of your application and a list of food service and tent vendors.
Establishing fire prevention and safety procedures for your event is essential in the planning process. Your event must be reviewed by the Fire Marshal for fire safety, crowd capacity, cooking compliance and access issues. To ensure public safety, the Fire Marshal may need to inspect your venue for these issues either before or during your event.
For addition information regarding necessary inspections for your event, you may contact the Fire Prevention Department at 760-602-4665. If Carlsbad Fire Prevention Specialists are required for inspections or for stand-by duty for your event, you will be billed for their services at the rates established in the Master Fee Schedule approved by City Council Resolution.
A list of food service and tent vendors will be required to supplement the application to assist the Fire Department in their approval process.
The Applicant will also be responsible to provide the vendor’s insurance for fireworks/pyrotechnics in compliance with the City of Carlsbad’s requirements. Fireworks/pyrotechnics are a special aspect commonly excluded from general liability policies.
You are required to provide a detailed medical plan to ensure the health and safety of all participants and attendees at your event. The Carlsbad Fire Department (CFD) must be accessed via the 911 system for all medical aids that are not immediately resolved by the on-site event medical plan. CFD must also be accessed via the 911 system for any hospital transport that is needed. Your medical plan must include:
The types of resources
Location of medical staff
The manner in which the plan will be managed
Copies of CPR cards for event staff
Copy of the Medical Director’s curriculum vitae and California medical license
Copy of medical calls summary (required within 30 days of your event)
CFD has final authority to determine your event’s medical service requirements. They may consist of any of the following depending on the anticipated crowd size and activity at the event:
Knowledge of 911 access and CPR
Basic first aid station(s)
First aid station(s) including a nurse
First aid station(s) including physician
You may contact the Fire Department’s EMS Coordinator at 760-931-2175 for further information.
Massage services at special events are regulated, require prior approval and must be done free of charge.
Per Chapter 5.16 of the Carlsbad Municipal Code (CMC), every Holistic Health Practitioner and Massage Technician performing massage at your event must be CAMTC (California Massage Therapy Council) certified. Students must be supervised by a licensed instructor. Inclusion of this type of activity may also have additional insurance requirements.
Persons exempt per the CMC (who are duly licensed to practice and/or conduct business, such as physicians, chiropractors, sports trainers, and nurses in specific instances) are required to provide their State of California certification in lieu of the CAMTC certification.
You are required to provide copies of your CAMTC state certifications for verification by city staff. For questions about obtaining the state certification, contact CAMTC at 916-669-5336. Please allow up to 90 days in advance fpr renewals.
The Police Officer in Charge (OIC) and the Fire Department will review the plans for your event and determine the staffing needs to ensure traffic control and public safety for the event. The decision is based on:
Size, location, duration, time, date of the event
Expected sale or service or alcohol
Number of streets
Intersections blocked from use by the public
Need to detour pedestrian and vehicular traffic from public streets and sidewalks
When the staffing review is complete, an estimate of costs, outlining the extraordinary city services and equipment, will be provided for your records. You are responsible for payment of city staff working the event at the rates current at the time of billing.
There is no charge for Reserve Officers, Explorers, or Senior Patrol Volunteers. We make every effort to utilize as many volunteers as is safely possible.
There is no charge for the Explorers; however, they are supervised by an advising Officer billed at his/her rate. The program by which they are regulated, Learning for Life, also requires they be fed once in an eight-hour shift, then again if the shift goes over eight hours. They appreciate your compensation for meals in return for their volunteer time. Explorer Post 781 is a non-profit organization that can provide you with a copy of their 501(c)(3) for tax purposes, if requested.
Police Command Post
The OIC will also review the plans for your event to determine if there is a need for placement of the Police Department’s mobile command post. If it is determined to be a necessary component for the Police Department to work from at your event, placement on the site plan will be discussed. Applicable fees for staffing the command post are billed to the Applicant.
As an Applicant, you are required to provide a safe and secure environment for your event. This is accomplished by anticipating potential problems/concerns related to the event’s activities and surrounding environment. The following should all be taken into consideration when developing your security plan:
Size, location, duration, time and date of the event
Type of activities
Expected sale or service of alcohol
The Carlsbad Police Department will review your security plan once it has been submitted and determine if private security guards will be sufficient. If not, police officers will be required to ensure traffic control and public safety for your event.
If private security is to be hired, they must have a current California state license. You will be asked to provide their Private Patrol Operator number. The status of their license will be verified with California State Department of Consumer Affairs at www2.dca.ca.gov under “Security and Investigative”/“Private Patrol Operator.”
The Applicant will also be responsible to provide the vendor’s insurance in compliance with the City of Carlsbad’s requirements. Security is a special aspect commonly excluded from general liability policies.
The Carlsbad Police Department retains authority over your event security requirements. If the prescribed number of licensed private security guards is not provided, or proves to be inadequate, the Carlsbad Police Department maintains the right to shut down any or all components of the event and/or to provide additional police services that will be billed directly to the Applicant.
Loudly amplified sound or music, especially at late evening or early morning hours, will not be granted as a condition of your permit. If a complaint is received regarding the sound from your event, a police officer will respond and ask you to turn the sound down. A second complaint will require you to terminate the amplification or music. As well, the police may order musical entertainment to end if it incites a crowd or has the potential for unruly and risky behavior. The City of Carlsbad does not allow slam dancing, crowd surfing, mosh pits, or other similar activities.
The following items are permits/licenses/topics that are not required to be documented in the City of Carlsbad’s special event process; however, these requirements are still necessary if they apply to your event. Copies of permits/licenses must be available upon request at the event.
If your event plans to serve or sell alcoholic beverages, you will need to obtain a daily license from the California State Department of Alcohol Beverage Control (ABC). ABC can be reached at 760-471-4237 or www.abc.ca.gov. A copy of your ABC license must be available upon request at the event.
You may anticipate the following steps to attain your ABC license:
Submit original application to the Carlsbad Police Department to obtain signatures and approval/conditions from the law enforcement agent/Property Owner prior to 30 days from the event
10 to 30 days prior to date of event, take the original application with the approval/conditions from the Carlsbad Police Department to ABC for review & approval
ABC will send the final copy of the license to the Carlsbad Police Department whether approved or denied
Affected Party Notifications
By definition, a special event is an occurrence that results in a change in when and where citizens can walk, drive or park. One of the primary functions of the Special Events Committee is to evaluate the value of the event against any negative impact to the community. As an Applicant, you are required to notify those who may be affected by your event and develop satisfactory measures to mitigate any adverse impacts. This will help to assure the approval of your application.
The Special Events Committee takes the opinions and concerns of the individuals affected by an event very seriously. Affected parties are those residents and businesses located within 300 feet of the special event area that are likely to experience impact or within reasonable hearing distance for fireworks. Affected parties must have the opportunity to express their opinions and concerns. Therefore, Applicants are required to make all notifications in compliance with CMC §8.17.120 as follows:
Any major event, not subject to the requirements of an affected party meeting, must notify all affected parties between 30 and 40 days prior to the event date via the US Postal Service or by direct distribution.
All applicants for a Special Event Permit must notify affected parties 10 to 15 days prior to the event date via the US Postal Service or by direct distribution.
Notifications must contain information concerning the event and how to contact the Applicant and the Special Events Committee before and after the event.
The Special Events Committee also requests that you notify these applicable affected agencies:
California Highway Patrol
Oceanside Police Department
San Diego Sheriff’s Department
Palomar Airport’s Air Traffic Control Tower
California State Parks
North County Transit District
Applicable City of Carlsbad Departments
American Disability Act
As an Applicant, you are required to comply with all city, county, state and federal disability access requirements applicable to your event. All temporary venues, related structures and outdoor sites for special events must be accessible to persons with disabilities.
Disability access may include:
Clear paths of travel
California State Parks Permit
If your event will need the use of any California State parks or beach properties, a permit from the California State Parks Department may be necessary. CA State Parks may be contacted at 619-688-3385 between 10 days and 75 days prior to needing your permit, depending on the type of event. CA State Parks will send the final copy of the permit to the Special Events Coordinator whether approved or denied. A copy of your California State Park permit must be available upon request at the event.
The Applicant intending to sell, give away, sample food, or provide water to the public at a community event must have a temporary food facility sponsor permit in accordance with the Health and Safety Code §114314. Each vendor must also have a temporary food facility vendor permit. These permits are issued by the County of San Diego Department of Environmental Health and must be available upon request at the event.
The guidelines in the county application should assist you in developing plans for food handling, preparation and distribution in the most responsible and legal manner. Examples of food service requiring a permit might include food that is fried, pre-packaged, grilled or barbecued; snacks and fruits; and bottled water. Examples of food service preparation to be permitted by the county may include means by: gas, fried, electric, open flame, propane, charcoal or other. Contact the County of San Diego Department of Environmental Health, Food and Housing Division at least 30 days in advance of needing your permit at 858-505-6900 or 800-253-9933, or www.sdcounty.ca.gov.