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.