Reservation Process

In order to make the application process as easy as possible, please have the answers to the following questions. These questions will be asked on the application:

• Are you, the applicant, producing this event on behalf of another organization?
• Do you work for a non-profit organization?
• What type of event are you organizing?
• What is the anticipated number of attendees?
• Will there be amplified sound?
• Are you requesting permission to serve food or beverages?
• Are you requesting to sell food or beverages?
• Will the event be more than one day?
• Will you be requiring the use of tents?
• Are you requesting to serve or sell alcoholic beverages?
• Are you requesting to display or sell merchandise?
• Will you have booths or tables at your event?
• Will your event have any banners, parked cars, or other promotional elements/features?
• Will your event have portable toilets?
• What are your details regarding setup and take down?

The Application Process:
The application will be reviewed after completing the use application and paying the application fee. Please note that completing the application and paying the fee does not guarantee approval of your event. Each Use Application requires the following additional documentation:

• Site Plan (can you link to the site plans for both Depot Park and the Plaza)
• Event Narrative
• Security Plan
• Proposed Budget
• Event Time Line
• Waste Minimization Form

For all small scale events the Special Events Manager has the ability to approve the Applications administratively. This process sometimes requires a meeting with the Special Events Committee (SEC) prior to approval. The overall process can take 2-4 weeks depending on the event requirements.
Large scale events go through a three step review process. The first one is an administrative review by the Special Events Manager who’s job is to conclude that the applicant has submitted all of the proper paper work and fees are paid. The second review is a face-to-face meeting with the SEC, during this meeting the event organizer is asked specific questions pertaining to the event, the SEC will determine a list of conditions for approval. Each event organizer is required to go to a formal Community Service Environmental Commission (CSEC) meeting, the commissions job is to review the application to ensure that it is following and adhering to the Special Event Policies
*SEC is comprised of the following members; Special Events Manager, Street Supervisor, Parks Supervisor, Police Sergaent and the Fire Marshal.
** CSEC is comprised of appointed members of the community by the City Council.
FEES
The following is a summary of the typical basic fees for special events. Please complete a Use Application and we will assist you in determining total fees.

Application Fees
The application fee is determined by the amount of time necessary from set-up to tear-down of your event, if your event from set-up to tear-down lasts less than 8 hours it is deemed a small scale event. And for those events occurring in the Plaza the event is deemed a large scale event if it requires the use of more than one section of the Plaza being reserved.

Rental Fees are quoted by section per day, to determine fees for events that last multiple days’ one need to multiple daily use fees by the number of days.

The refundable Security Deposit is equal to the amount of rent; the Security Deposit is refunded within a period of 30 days for small scale events and will be refunded 30 days post the final CSEC review for all large scale events.

Other Fees

Street Use - Events requiring road closures or use of City streets are required to submit a Street Use Application(link to the form). The fees associated with this type of permit include the application fee of $587 plus any additional parking that is being taken aware from the public (parking is calculated at $20 per space). The event organizer is responsible for any cost incurred by the City of Sonoma including: labor, equipment rental, and materials. All Street Use Applications are subject to the approval of the Sonoma City Council.

Reservation of Public Parking- Events that require the use of reserved parking within the City of Sonoma are required to submit a Reservation of Public Parking Application (link to the form). The fees associated with this permit include an application fee for $246 plus $20 per space per day.

Serving Alcohol- If you plan to serve or sell alcohol as part of the event; it’s required to submit a Possession and Consumption of Alcoholic Beverages Application (link to the form). This form requires the signature of property owner (City Manager) and the police department (Sonoma Police Sergeant). In addition if charging a fee for alcohol or charging an admittance fee and serving alcohol, you must obtain a temporary sales permit from the Alcoholic Beverage Control Board @ 50 D St. Room 130, Santa Rosa 95404 707.576.2165 The fees associated with the Possession and Consumption of Alcoholic Beverages Application are $244.