WHAT IS A SPECIAL EVENT?
A special event is an activity taking place on all or any portion of a public street, sidewalk. park or alley by an organized assembly of more than 100 people, or if your park activity meets one or more of the following conditions:

  • Anticipated attendance is 100 or greater

  • Event is open to the public

  • Alcohol consumption/sales

  • Amplified sound (excluding announcements and boom boxes)

  • If you are planning a street closure


FUN RUNS & WALKS

There are three designated locations for Fun Runs within the city: Maidu Park, Sculpture Park, and Vernon Street Town Square. Course fees are determined based on the expected number of participants. Please take a look at the fee details on page for more information. 

The Fun Run course at Vernon Street Town Square features up to 6 check in tables, mile markers along the route and includes a water stop at the turnaround area. To facilitate this course, the entire square must be rented.

Trail Markings: A moderate amount of chalk is an approved method for marking event spaces and routes. Substances other than chalk will need prior approval. No permanent markings or difficult to remove substances will be allowed. Additional fees will apply if city services have to clean or remove markings following an event. Motorized vehicles are not permitted on trails. 


FIELD USAGE

Special Event field use applications must be submitted well in advance to ensure proper processing and approval. Please make sure to complete and submit your application by the designated deadline. Late submissions may not be accommodated, so timely submission is highly encouraged. 

For Special Event Field Use Applications in Roseville:

  • Spring (mid-February through May): Submit event dates by the 2nd Friday in January.

  • Summer (June & July): Submit event dates by the 2nd Friday in May.

  • Fall (August through November): Submit event dates by the 2nd Friday in July. 


STREET CLOSURES

All street closure requests must be submitted at least 60 days in advance.

The City’s Traffic Engineer will determine if a Traffic Control Plan is required. If a Traffic Control Plan is required, it must be approved before a Special Event Permit can be issued. For Downtown area events, only the street closure plans listed below are available for use.

The event applicant is responsible for notifying all residents and businesses directly on or adjacent to the proposed closure at least seven days prior to the event.

Please note: Street closure fees are not included in the Special Event Permit and will be invoiced by Public Works approximately 30 days after the event.


BANNERS

Banners may only be hung to promote events in the downtown Roseville area. Banner fees are waived with approved Special Event Applications. Banner will be hung no more than 2 weeks prior to the event. Please see the Banner Permit Application for banner requirements.


RESTROOMS

Depending on the expected attendance, duration of your event and the availability of public restrooms, you may need to rent portable restrooms and handwashing stations to accommodate participants. The city recommends one toilet for every 250 people. For every four portable toilets rented for your event, one must be ADA approved to meet specific guidelines set forth by the American with Disabilities Act of 1990.

The number of toilets required is based upon the maximum number at your event during peak time. The total number of toilets required will be determined on a case-by-case basis.

Restrooms at parks will be open no earlier than 8am on the day of your event. Unless Park Maintenance staff has been scheduled for your event. The city cannot guarantee restrooms will be operable during any event. 


FENCING

A fenced area refers to any event or area within the event that is closed off by temporary fencing. The Roseville Fire Department will review your site map and set an occupancy load for the fenced area. When developing your fence plan, please keep in mind the following rules:

  • In addition to the main entrance, two exits shall be provided when the venue accommodates fewer than 1,000 attendees, three exits for 1,000 to 3,000 attendees, and four exits when the venue accommodates more than 3,000 attendees. 

  • Exits shall be equally spaced along the perimeter of the fence and shall be spaced so that no exit is greater than a distance of 400 feet of travel from the next exit. 

  • Exit width shall be understood to be a panel's width of temporary fencing, to provide an opening of no less than 48 inches. 

  • Each exit shall have a security guard or volunteer assigned to it. 

Fencing at the Vernon Street Town Square is available for rent solely based on staff availability. Refer to the map below for details on fencing options and pricing.


AMPLIFIED SOUND

The City of Roseville defines "amplified sound" as speech, music or other sound projected or transmitted by electronic equipment including amplifiers, loudspeakers, microphones, or similar devices or combinations of devices which are powered by electricity, battery or combustible fuel and which are intended to increase the volume, range, distance or intensity of speech, music or other sound. In accordance with Chapter 9.24 of the Roseville Municipal Code. 


ALCOHOLIC BEVERAGES

If alcoholic beverages will be sold or served, and Alcohol Beverage Control license is required. Alcohol is only permitted at Royer Park, Woodbridge Park & Vernon Street Town Square in designated fenced in area. Security guard(s) is/are required. The size of the event will determine how many security guards are needed. 
The following rules apply to alcohol service or sales on City of Roseville's public property:

  • All alcohol must be sold and consumed within a fenced venue (ABC license type will dictate the size and type of fencing)

  • If the alcohol area is accessible to all ages, anyone wishing to purchase or consume alcohol must present a current ID, and if that attendee is 21 years of age or older, they must be issued a non-transferrable wristband.

  • All attendees must present their wristbands to be served or consume alcohol.

  • Servers must be 21 years of age or older

  • Servers may not consume alcoholic beverages while serving

  • Attendees may be served no more than two standard drinks at a time.

  • The City defines one standard drink size as: 12 ounces of beer, 5 ounces of wine, 1 ounce of distilled spirit/hard alcohol in a mixed drink

  • Shots are not permitted

  • Alcohol cups must be paper or plastic and be distinguishable from soda cups

  • Service must end a minimum of 30 minutes before the scheduled event end time.

  • Non-alcoholic beverages, water and food must be available at the event


PARK MAINTENANCE STAFF

The City will assess whether the special event requires Park Maintenance Staff. Park Maintenance Staff will assist in trash maintenance, asset protection, and electrical support. Park Maintenance is billed at $40 per hour, with one staff member required for every 500 attendees. 


PAYMENTS & DEPOSITS

A refundable security deposit is mandatory for all special events. The deposit amount varies depending on the facilities rented and the nature of activities during the event. Please be aware that deposits made by check/cash typically require five (5) - eight (8) weeks for processing, while deposits made by credit card typically take four (4) - six (6) business days. The deposit will be refunded to the individual and address specified in the application. Payments are accepted via credit card, check, cash, or money order payable to the "City of Roseville." 


CANCELLATION POLICY

Should you, for any reason, need to cancel your event, you must first notify the special events coordinator. All cancelations are required to be in writing by the person who signed the contract. Written cancellations can be emailed, mailed or hand delivered. The Special Event Permit Application fee is non-refundable and non-transferable. It is also possible that fees related to other City services (i.e. Streets, Police, Fire, etc.) will still be incurred. For cancelled events, a $50 administrative fee will be assessed. If the cancellation is made less than five (5) business days before the rental date the City will retain 100% of rental deposit and rental fees. 


INSURANCE

Verification of insurance must be submitted at least 10 days prior to your event.  The Human Resource/Risk Management Department of the City of Roseville utilizes a service called EBIX for insurance certificate tracking. Here's how it operates:

  • Risk Managment does not upload renewal insurance documents into EBIX. 

  • If necessary, the Vendor can forward the request to their Insurance Agent(s).

  • Vendors/Insurance Agents are required to submit insurance to EBIX either by email to [email protected] or by fax to (770) 325-5727. After sending the certificate via fax or email, please refrain from mailing it to EBIX. Additionally, do not send any certificates via mail, email, or fax to the City of Roseville. 

  • Once submitted, EBIX reviews the insurance documentation. In case of deficiencies, EBIX will issue a follow-up letter or email requesting additional information.