City’s Special Events Office to Brief Recreation and Parks Commission on Permitting Process

The Pasadena Recreation and Parks Commission is scheduled to receive a presentation Tuesday from the Parks, Recreation and Community Services Department’s Special Events Office outlining how the City reviews and permits special events held on public property.

The presentation is an information item, meaning no action is scheduled to be taken. Dolores McConnell, Events Program Coordinator with the Parks, Recreation and Community Services Department, is scheduled to deliver the briefing.

According to the presentation materials included in the agenda packet, 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. The definition also covers any activity that is advertised inviting the general public, private events that impede on the public right-of-way, and any private ticketed event taking place in a city park, public right-of-way, or City Hall. Large private events held on city property may also require a special event permit depending on the nature of the event.

The presentation distinguishes between special events and park reservations. According to the materials, private activities such as birthday parties, family picnics, and small company picnics are permitted by the Park Reservations Desk and would not require a Special Events Permit, although they could be subject to other additional city permits. The Park Reservations Desk is located at Victory Park and can be reached at rsvdesk@cityofpasadena.net.

The Special Events Office’s responsibilities include guiding event organizers through the permitting process, reviewing permit applications, submitting permit applications to various city departments, placing work orders with city departments as needed, and facilitating coordinating meetings with other city departments. The office does not, according to the materials, fill out applications on behalf of organizers, create event logistics plans, set up or break down equipment, drop off or pick up equipment, place orders with outside vendors, or assist with coordination of any event in a non-city facility.

The application process requires submission of a Special Events application with event proposal and site plan six months prior to the proposed event date. A Special Events Permit Package email is sent to the event organizer four months prior, a coordinating meeting may be scheduled with city departments two to three months prior if required, and all required permit applications are due 30 days prior to the event date. According to the presentation, a final permit will be issued only after all approved applications from various departments have been received and insurance documents have been reviewed and approved by Risk Management.

Examples of additional required permits identified in the materials include fire permits for gatherings of 50 or more people outdoors or for events involving open flame or generators, tent permits for tents totaling more than 400 square feet, health permits for giving away or selling food, public right-of-way permits for street closures, amplified sound permits for live or recorded amplified music, building permits for stages or structures over 28 inches, and alcohol permits for serving or selling alcohol.

The Special Events Office is also responsible for the planning and support of department-produced events, including the Egg Bowl, Memorial Day Commemoration, Pasadena Pride, Levitt Vibe Pasadena Music Series, Fall Festival, Veterans Day Ceremony, and Mayor’s Holiday Tree Lighting. The office permits and supports additional events including 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, May 5, at 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/.