The City of Santa Clara has established a special event procedure to coordinate approvals and logistics required for holding events on outdoor public and private property. The Parks & Recreation Department manages the special event permit process and serves as liaison between City departments and the event organizer.

Special Event Permits Required for:

• Festivals & carnivals
• Parades, runs, marathons and walk events
• Farmers’ Markets
•  Any temporary outdoor event or gathering, using either public or private property (excluding City public parks), which involves one or more of the following activities:
  • Closing a public street;
  • Blocking or restriction of public property;
  • Sale of merchandise;
  • Food or beverages on public property or on private property where otherwise prohibited by ordinance;
  • Installation of a tent, stage, table, chairs, band shell, trailer, van portable building, grandstand, or bleachers;
  • Placement of portable toilets (unless designated for construction purposes);
  • Rental of a public park by a group of 50 persons or more (SCCC 9.35);
  • Placement of temporary no-parking, directional, oversize or identification signs or banners in or over a public right-of-way, or on private property where otherwise prohibited by zoning or ordinance.

Additional Permitting: Depending on venue, activities, components, attendance and unique circumstances of the event, additional permitting or licenses may be required.

Event Public Safety: The Santa Clara Police Department makes a determination if there are available resources to ensure public safety for the event. If this is the case, event organizer may be requested to adjust dates and times.

Special Event Permit Process

1. Event Organizer/Applicant: Selects site, plans event components, creates event diagram and obtains traffic plans (if necessary)
   
   
2. Submit a Completed Permitted Special Event Application and any supplemental documentation if applicable.

• Applications for other required permits (i.e. County food permit, no fee parade permit, amplified sound permit)
• Event Diagram with details, size/dimensions and location of event set up, power locations, tents and staging, etc.
• Map of route/street closures
• IRS 501(c)(3) Determination Letter (if applicable)
• Permit fee application paid to Parks & Recreation administration office at least sixty (60) days prior to the event date.

Applications will not be processed until they are complete with all required supplemental documents and the application fee is paid.

3. Application Review: A City representative from Parks & Recreation will serve as the primary contact for the permit process. The representative will review the application for potential City service impacts then refers the application to the City Manager’s Office and City departments staff for coordination of the event date and location.

4. Issuance of Additional Permit Applications (if necessary)

5. Final Approval / Signoff: Once stakeholders and the City authorizes event with all necessary permitting, the organizer may execute the event.

6. Post-Event Review: City staff will review feedback from various resources (police, nearby businesses, constituent comments, etc.), as well as the management of the event site. The event organizer is responsible for damage or clean-up. The City may suggestions ways to improve the event in the future. 

Other Events

Park Rentals
Various park buildings, picnic areas, community centers and fields are available for use by residents, community groups and organizations. For information on available facilities and parks, please visit Parks & Recreation Rentals or call 408-615-3140.

Block Parties 
If you are a neighborhood organization looking to host a block party, please visit Neighborhood Block Party or call 408-615-2310.

Triton Museum
For special events on Triton Museum grounds, including the Jamison Brown House, please contact the Triton Facility Rental Manager at rentals@tritonmuseum.org or call 408-247-0731.

Parades
Nonprofit organizations registered within the City of Santa Clara are able to apply for a no-fee parade permit that covers the activities associated with processing the permit application, street closure, traffic control, hanging of banners, amplified sound, and police staffing, as applicable. For more information on the no-fee Parade Permit or to obtain a permit, visit Parade Permits.

For Questions or Assistance

Frequently Asked Questions

Can permit fees be waived?
Nonprofit organizations hosting a public program/event which provides a benefit to Santa Clara residents, contributes positively to the recognition and image of the City of Santa Clara, aligns with established Council goals, meet necessary requirements of the Sponsorship Agreement are able to apply for City grant. If the organization's event meets the qualifications, visit the Community Grant Program or email Laura Sunseri at lsunseri@santaclaraca.gov for more information.

I would like to serve food or host a food vendor at my event, do I need a permit?
Yes. The Santa Clara County Public Health Department manages and issues permits for temporary food facilities at public events. To obtain a Temporary Food Permit, visit Santa Clara Department of Environmental Health or call 408-918-3400 to speak to administrative support for Temporary Events.

If I have to cancel my event, can I get my application fee refunded?
The application fee is non-refundable. In the case of extenuating circumstances, the event may be able to be rescheduled (within 30 days) pending City approval.

Can I hang a promotional banner on City property?
The display of banners of freestanding signs on public property is limited to dedicated structures at City parks that advertise public events of a non-commercial nature. The event must be free of charge or aimed at raising funds for the non-profit sponsor. Display of banners of freestanding signs must be approved, scheduled and coordinated by the Parks & Recreation Department. To obtain a Banner Display Request, email PRPermits@santaclaraca.gov or call 408-615-3140.

I’m interested in hosting an event at a public park, such as the Central Park Pavilion, who should I contact?
For all events on City parks, fields, or recreational facilities, visit Parks & Recreation Rentals or call 408-615-3140.

Interested in sponsoring a City public event?
The Parks & Recreation Department hosts a variety of popular public events drawing thousands of community members together in celebration, such as Annual Holiday Tree Lighting, 4th of July Celebration, and Art & Wine Festival. If your organization is interested sponsoring a City event, email PRPermits@SantaClaraCA.gov or call 408-615-3140.