• The County regional parks offer a wide variety of facilities set amongst spectacular scenery.
• The following steps outline the process in applying for a special event permit.
• If you have any questions please call the Park Use Coordinator at (408) 355-2220 or john.goldsworthy@prk.sccgov.org.

Step By Step Special Event Process

1. Open the attachments below for your Special Event Guide and Application, a Supplemental Questionnaire and Insurance Requirements.  You can also call (408) 355-2220 or email the Park Use Coordinator at 
   john.goldsworthy@prk.sccgov.org 
   for more information.  All dates for special events must be reviewed by the Park Use Coordinator before filling out an application in order to avoid conflicts with other events.
   
   
2. Complete your application. Be sure to include a diagram of your proposed set up in the park and a written outline of the event. Please include all the following information:
   • Name and description of the type of organization you represent. Is it a non-profit organization? (Non-profit groups must have State/Federal non-profit ID number.)
   • Type of event, purpose and attendance. Open to the public?
   • Will entry/participation fees be charged or items sold? If so, what type? Prices?
   • Do you require amplified sound? For what purpose?
   • Will alcoholic beverages be served? What type?
   • Is this an annual event? If so, what was last year's attendance, including participants and spectators, and location?
   • What special services or facilities do you require (ie... parking, electricity, water, trash bins, banner hanging, special set up, bleachers, etc...)
   • Methods of publicity and promotion?
   • Security arrangements?
3. Turn in your completed application and pertinent information to the Parks Administration Office located in Vasona Lake County Park, 298 Garden Hill Drive, Los Gatos 95032-7669.

   Your application will be reviewed and expedited so that you can receive conditional approval or denial. At that time you will be notified of all applicable fees and requirements. The date will be held on a first come first serve basis for two weeks pending your notification to our office and payment of fees. If we do not hear from you within two weeks, your dates will be released and you will then need to re-apply to ask for the same date.

4. A permit will be issued when all permit requirements have been met, all fees paid and the County has signed the permit. An on-site meeting may be requested to introduce you to Parks on-site staff and to review any site specific issues.
   
   
5. After the permit has been issued, Parks Staff will be available to assist you or answer any questions you may have to help make your event a success.
   
   
6. If you must cancel your event for any reason, notify the Park Use Coordinator, in writing, at the Parks Administration Office, 298 Garden Hill Drive, Los Gatos, CA 95032-7669. The following fees apply:

Cancellation Fees:

• Cancellations made at least 7 days prior to the event receive a full refund less a ten dollar ($10) cancellation fee.
• Cancellations made less than 7 days prior to the event forfeit all fees. Any deposits, such as cleaning/damage deposits, are refunded in full.

PERMIT REQUIREMENTS

There are various requirements that may be requested as conditions of your permit. Here is a partial list of some of those requirements (fees are subject to change without notice):

• Special Event Permit Fee
  $100 for events with 1 - 50 people
• $250 for events with 51- 99 people
  $485 for events with 100 to 500 people
  $750 for events with over 500 people
• Cleaning/Damage Deposit
  A refundable clean-up/damage deposit may be required.
• Waiver of Fees
  The Director may waive fees in exchange for public service performed in County Parks or in exchange for donations up to a maximum of 50% of required fees.
• Youth Organizations
  Youth Organizations with verified tax exempt status are eligible for a 50% reduction of fees for picnic area rentals Monday - Thursday.
• Proof of Insurance
  Proof of insurance is required for all events. A comprehensive general liability insurance policy with a minimum limit of $1,000,000 per occurrence and a $2,000,000 aggregate is required naming the "County of Santa Clara, and members of the Board of Supervisors of the County of Santa Clara, and the officers, agents, and employees of the County of Santa Clara, individually and collectively." as additional insured. An endorsement is required. Coverage provided by the endorsement shall be primary.
• Doing business in the park and/or fund raising
  Parks may issue special event permits/park use permits for organizations conducting business in the park. The Permittee shall pay County a percentage of the gross receipts to be negotiated with the County. Factors affecting the percentage will include the following: for profit status, non-profit organizations with Federal or State tax exempt status or non-profits organized for the purpose of assisting youths, senior citizens or persons with disabilities. These amounts must be paid within 10 working days of your event.  This fee does not apply to pledges or agency donations.
• Additional Facilities
  You may be required to supply portable restrooms depending on the type and size of event and the availability of park restroom facilities.
• Additional Parking
  You must provide off-site parking if deemed necessary.
• Clean-up
  You must clean-up and remove all garbage and waste materials. Additional clean-up or damages attributed to your event will be billed at actual County cost. These costs will be credited against your cleaning/damage deposit and the outstanding balance, if any, will be billed to you.
• Additional Fees
  The County must be reimbursed for all County services provided such as setting up, providing electricity and coordinating event day activities at a rate of $70 per hour per staff person.
• Vehicles
  No vehicles may be driven or parked "off-road", on turf, or in areas not designated for such use. Some parks may require vehicle entrance fees.
• Rules and Regulations
  You must comply with all applicable City, County, State and Federal rules and regulations.
• LOOK:
  This is a list of partial requirements. The Director of Parks and Recreation reserves the right to set conditions and requirements suitable to the safe, reasonable and orderly use of the park. A permit may be revoked for cause.

HELPFUL COMMUNITY CONTACTS

Coordinating Events with Light Rail
and Bus Operations
Santa Clara County
Transit Marketing Department
(408) 321-7501

Food Permits
Santa Clara County Health Department
(408) 918-3400

Liquor License
Alcoholic and Beverage Control Department
State of California
(408) 277-1200

Temporary Sellers Permit
State Board of Equalization
(408) 277-1231