City Staff to Outline Special Events Permitting Process for Pasadena Recreation Commission

Pasadena’s Parks, Recreation and Community Services Department is set to walk the Recreation and Parks Commission through the city’s special events permitting process at the commission’s Tuesday meeting.

Dolores McConnell, events program coordinator for the Parks, Recreation and Community Services Department, is scheduled to deliver the presentation.

The Recreation and Parks Commission serves in an advisory capacity to the City Council on parks and recreation matters, and any recommendations it makes would require City Council approval to take effect.

The presentation is expected to detail how the department’s Special Events Office guides event organizers through the permitting process, including reviewing permit applications, submitting them to various city departments, placing work orders, and facilitating interdepartmental coordination. The office does not fill out applications on behalf of organizers, create event logistics plans, set up or break down equipment, or place orders with outside vendors.

Under the city’s rules, a special event is defined as any activity open to the general public taking place in a city park, public right-of-way, or City Hall. Private ticketed events in those locations and large private events held on city property may also require special event permits. Private activities such as birthday parties and family picnics are handled separately through the Park Reservations Desk at Victory Park and do not require a special events permit.

The permitting timeline requires organizers to submit applications with event proposals and site plans six months before the proposed event date. A permit package is sent to the organizer four months prior, and coordinating meetings with city departments may be scheduled two to three months before the event. All required permit applications are due 30 days before the event date, and a final permit is issued only after all departmental approvals and insurance review by Risk Management are completed.

Events may require a range of permits depending on their scope, including fire permits for outdoor gatherings of 50 or more people, tent permits for structures exceeding 400 square feet, health permits for food service, public right-of-way permits for street closures, amplified sound permits, building permits for stages over 28 inches, and alcohol permits. General liability insurance is required for all events, and event organizers must also obtain an ABC permit when selling alcohol.

The presentation is also expected to cover fee waivers, which allow local nonprofit organizations with 501(c)(3) status to have park and facility rental fees waived for events that benefit the community. Fee waiver applications must be submitted at least 30 days before the event date, and the City Manager has final approval on all fee waivers. Councilmembers may support and recommend a fee waiver but are not authorized to approve them.

The Special Events Office is also responsible for planning and executing city-produced events including the Egg Bowl, Memorial Day Commemoration, Pasadena Pride, Levitt Vibe Pasadena Music Series, Fall Festival, Veterans Day Ceremony, and the Mayor’s Holiday Tree Lighting. It also permits and supports events such as the Black History Parade and Festival, Family Fun Day, Juneteenth, National Coming Out Day, Adaptive Sports Festival, and the Latino Heritage Parade and Festival.

The Recreation and Parks Commission is scheduled to meet at 6 p.m. on Tuesday, April 7, in the City Yards, Public Works Building — Second Floor, 233 West Mountain Street, in Pasadena. For more information call (626) 744-7311 or visit https://www.cityofpasadena.net/commissions/agendas/.