Recreation Administration
SPECIAL EVENT LONG FORM WORKSHEET
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A special event is any large event with an expected attendance in excess of 500
persons. However, the Department of Recreation and Parks may declare any event
with over 100 persons a special event, at its own discretion. Any proposal for a large
special event (expected attendance of more than 100) or an event at an unstaffed
facility (pocket park) must be submitted at least 60 days prior to the first day of the
proposed event and shall include the following information:
SPONSOR OF THE EVENT
Name of responsible entity that will assume full liability for the event and its associated
activities. You must also provide additional sponsors, event contact person and
alternate, along with phone numbers, business address, and any provisions for
public/vendor information dissemination.
ORGANIZATION AND ADMINISTRATION
Who will coordinate, organize and/or promote the event? What will the responsibilities
of each involved entity/sponsor include? What are the qualifications of the
organizers/promoters? Provide references and list of events/activities previously
coordinated, promoted, and/or sponsored.
DATE(S) REQUESTED
What is the date of the event? Include an estimate of the time needed for set-up and
tear-down. What is the anticipated length of time for the facility activities? Provide your
construction schedule, including types of structures and timelines for any construction
(booths, stages, fencing, etc.).
OPERATING HOURS
Normal Park hours are considered sunrise to sunset. An event that extends into
the evening will have to have special permission from both Recreation and Parks and
other involved agencies, such as the Department of Transportation, LAFD and LAPD.
ANTICIPATED CROWD SIZES
Method(s) for determining anticipated crowd sizes should be identified. Please use
information provided by trade magazines, trade associations, past performance of
similar events at a similar location. These are some options in determining the
anticipated attendance.
LIST AND DESCRIPTION OF ALL ANTICIPATED ACTIVITIES
Are carnival rides, game booths, commercial/community food and drink booths,
commercial/community exhibits, featured/professional entertainment and any other
activities being considered? Children’s crafts or activity booths, jumpers/moon bouncer
activities, face painters, puppet shows? Carnival rides and game booths shall be
provided by pre-approved City carnival operators; proposal shall indicate which operator
is being considered.
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COMMUNITY INVOLVEMENT AND OUTREACH
What community groups are participating in your event? Participation requirements, i.e.
Fees, activity restrictions, etc.
TRAFFIC AND PARKING CONTROLS
Provide your ingress and egress plans. Will you require a professional parking
company? Will you charge for parking?
FINANCIAL CONCERNS
List all the fees being collected, including admission fees (adults, children, seniors
citizens, etc.), parking fees, and vendor/booth fees for participation in the event
(food/drink booths, merchandise booths, etc.) Anticipated event funding to include
operating budgets and sources of funds. Any formal or informal commercial/non-
commercial sponsorship commitments should be identified.
SECURITY CONSIDERATIONS
Identify a security coordinator, and his/her training, experience and references. Plans
for use of mounted, private, and peer security should be indicated. Security command
post (supervision/coordination) and communications should be addressed.
PROOF OF INSURANCE
A one million dollar general and products liability policy with the City of Los Angeles and
the U.S. Army Corps of Engineers (when event is on Army Corps property) or other
property owners named as additional insured is required at minimum. Permittee will be
required to file proof of insurance with City’s Risk Manager website:
https://kwikcomply.org/ Do not send copy of the Certificate of Insurance. Additional
insurance requirements may be required.
NOTES:
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SPECIAL EVENT LONG FORM WORKSHEET
(Complete pages 3 – 6 – Supplemental form to Application for Use of Facility)
Event Location:
Organization’s Name:
Event Contact
Person:
Address:
Contact Number(s):
Name or Type of
Event:
Event Description:
Event Days and
Times
Date(s)
Time(s)
Set-up
Event
Clean-up
Approximate attendance
expected?
Attendance: #
Staffing/Volunteers: #
Is the Sponsoring Organization
non-profit?
Tax-ID#
NO
Are admission fees being
charged?
YES NO
How much?
$
Is this a fundraiser?
YES NO
Parking
Number of Cars?
Fee/car
$
Will there be paid parking?
Location:
YES NO
Parking Coordinator:
Offsite Parking?
Contact:
YES NO
Parking Plan (describe):
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10 x 10 Booths* do you anticipate, if any? None
Merchandise (Sales)
Total Number of Booths
Display/Information Booths (No Sales)
Total Number of Booths
Food Booths (Sales)
Total Number of Booths
Food Booths (No Sales)
Total Number of Booths
Larger than 10x 10 canopies, if any? None
Size
Number
Location
Size
Number
Location
Stage :
YES NO
Size:
Height:
Outside Security
Company
YES NO
Insurance CA#:
Company:
Address:
Insurance
Expiration Date:
Phone #:
Number of
Guards:
Days and
Hours
# of Overnight
Guards:
Days and
Hours
PLEASE NOTE: Private security must additionally insure the City of Los Angeles and US Army Corps (if
applicable) on their insurance policy.
Portable Toilets and
Sinks
YES NO
Insurance CA#: Company:
Address:
Insurance
Expiration Date:
Phone #
Number of Toilets:
Number of ADA Toilets:
Number of handwashing
sinks:
Cleaning Schedule:
PLEASE NOTE: One portable restroom unit per every 200 persons expected in attendance. Ten percent of
these should be ADA.
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Trash Receptacles
YES NO
Insurance CA#:
Company:
Address:
Insurance
Expiration Date:
Phone #
Number of trash bins:
Number of Recycle bins:
20’ Roll off bins:
Cleaning Schedule:
PLEASE NOTE: Applicant may be required to provide 30-gallon or equivalent disposable trash receptacles
throughout the site, including parking lot(s) and pedestrian thoroughfares. These are to be disposed of and
replaced with fresh liners when full. Additionally, PERMITTEE is responsible for the purchase and
replacement of all plastic trash can liners (55-gallon, 1.18 mil) on Department receptacles when full. Two
twenty-foot (20') bins for every 10,000 in expected attendance to be emptied as needed during the event, as
needed.
First-Aid
YES NO
Insurance CA#:
Company:
Address:
Insurance
Expiration Date:
Phone #
Amplified Sound
YES NO
Location:
Time:
Use of Electricity
YES NO
Location:
Use of Water
YES NO
Location:
Phone Banks
YES NO
Location:
Alcohol
YES NO
Location:
ABC permit
Rental Company
YES NO
Insurance CA#: Company:
Address:
Insurance
Expiration Date:
Phone #
Number of Tables:
Number of Chairs:
Number of Tents:
Stage included in Rental Company:
YES NO
Other:
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Bands
YES NO
Type of
Music
Type of
Music
Type of
Music
Type of
Music
Type of
Music
Type of
Music
Other entertainment
YES NO
How Many
What
Type
How Many
What
Type
How Many
What
Type
Carnival
YES NO
Insurance CA#: Operator:
Address
Insurance
Expiration Date:
Phone #
Fireworks
YES NO
Insurance CA#: Operator:
Address
Insurance
Expiration Date:
Phone #
OTHER REQUIREMENTS to TALK ABOUT:
Plot Plan needed by date:
Insurance needed by date:
PERMITTEE has 24 hours to return the site to its original condition and remove all
items which were delivered/brought onto the site.
It is the PERMITEE’s responsibility to inquire of the Bureau of Street Services Event
Permit (BOSS) for LAPD, LA Fire, and Department of Transportation permits and
approvals. BSS website is: http://bssspevents@lacity.org
Meeting with Superintendent needed.
Notes: