A: The following steps are required to gain permission for your event:

1. Complete an application with all the required documents and submit it to the recreation division no later than 40 days prior to your event date. 

• To complete the online application, you must have or create an account on Civic Rec.
• Once an account is created or logged into, click on the Special Events tab and select the Special Event Application.
• Complete the steps and submit to the Community and Recreation Services Division.

Please know that submission of application does not constitute approval or confirmation of the request.

 2. Your application will be reviewed by the Special Events Team for approval. This includes Recreation Division staff as well as each City of Martinez Department head.

Note: In some cases, approval may be required by the Parks, Recreation, Marina and Cultural (PRMCC) Commission and/or City Council as well.

3. After approval from each member of the Team, the application will be finalized with the event organizer. Each member of the Special Events Team works together to contribute to the success and safety of your event.

A: Yes! Exceptions to the Special Event Requirements include:

1. Funeral processions by a licensed mortuary.

2. Activities conducted by governmental agency acting within the scope of its authority.

3. Lawful picketing and free speech activities that do not involve the use of vehicles, animals, fireworks, pyrotechnics, or equipment (other than sound equipment).

4. Events put on by local elementary schools, middle schools, high schools, or colleges that are conducted on their own grounds and property and will not significantly impact traffic flow on surrounding public streets or pose a risk to public safety.

5. Any religious activities taking place on premises approved for religious purposes.

6. Filmmaking activities for which a permit has been requested and granted.

7. Community/neighborhood block parties, where a street closure permit has been requested and granted.

8. Groups of up to 350 people using picnic shelters at city parks where a shelter reservation or facilities use permit has been acquired and the group does not exceed/violate any other noise, facilities use or public safety regulations.

9. Standard sporting leagues/tournaments held within a city park or recreation field, and where all necessary facilities use permits and approvals have been requested and granted.

10. Established assembly/entertainment facilities that have long‐term contracts with the City that define the conditions and requirements for conducting ongoing public events.

A: The following are reasons why your application may be denied:

1. Application is submitted less than 40 days prior to scheduled event start date.

2. A required ABC license to serve/sell alcohol is not submitted less than 10 days prior to event start date.

3. Application is found to be incomplete or contain material falsehood or misrepresentation.

4. Inadequate insurance coverage.

5. The requested venue has already been reserved on the same date for another event/activity.

6. Requested street closures will impact an already reserved event and/or negatively impact traffic control requirements.

7. Requested venue cannot physically accommodate the proposed event, due to the number of anticipated attendees or size/nature of planned activities.

8. City staff cannot provide necessary services to ensure public safety or prepare/maintain venue.

9. The event organizer has violated the terms of previous event permits or damaged City property.

10. The event organizer has unpaid debts resulting from previous events (e.g. fees assessed for permits, city services, damages, etc.)

11. The event conflicts with adopted rules, use of proposed facility or conflicts with Special Event Priority Scheduling and Preferred Status Policy.

12. The event is determined to be inappropriate, unsafe, or unsuitable for the community.

If your special event application is denied, an appeal may be submitted in writing to the City Manager. 

1. Civic Rec Special Event Application Completion

• To complete the online application, you must have or create an account on Civic Rec.
• Once an account is created or logged into, click on the Special Events tab and select the Special Event Application.
• Complete the steps and submit to the Community and Recreation Services Division. 

2. ABC License – Submit if serving/selling alcohol

• Must submit proof of application submission and list date license will be submitted

3. Copy of Health Department Notification - Submit if providing food concessions

• Include copy of Health Department and Contra Costa Fire Protection receipts submitted at least 30 days prior to event.

4. Sanitation (Restrooms)

• Contacted and secured if event requires use of restrooms. 

5. Waste Management (Refuse & Recycling)

• Contacted and secured if event requires outside waste management service.

6.  Letter of Notification of Street Closures

• Include a copy of letter of notification to all businesses and residents that will be affected by street closures.
• This letter must be sent to the community at least two weeks prior to the event date. 

7. Location Map & Site Plan

• Include as separate sheet
• Indicate the event location, adjacent streets, street closures, placement of necessary barricades/crowd control fencing, first aid, parking, vendor placement, entrance/exits, generators, stages, sanitation, garbage/recycling, etc. 

8. Insurance – Certificate of Liability

9. Insurance – Additional Endorsement

• Must use a CG 20 12 Series Form.
• Must include City of Martinez as additional insured.

10. Hold Harmless Agreement – Completed, signed and initialed

11. Large Event & Venue Recycling Plan – Completed and signed

• For over 2,000+ attendees/day only.

Download and save a copy of this list here Special Events Checklist.

A: The City of Martinez offers a grant for Special Events that bring cultural inclusion and diversity to our community.

1. The Cultural Event Grant application is supplemental to the Special Event application.

• BOTH must be completed if interested in the Cultural Event Grant.
• Like the Special Event application, the Cultural Grant supplemental application is also completed and submitted on Civic Rec. 

Please contact the Community and Recreation Services Division at 925-372-3510 or email recreation@cityofmartinez.org if you have any additional questions.