Special Events Planning Guide
Your role as the event organizer:
Event organizers play a vital role in ensuring a successful event by promptly responding to City staff, meeting deadlines, and maintaining open communication. Collaboration before, during, and after the event is key to a seamless process. Compliance with the Special Event Permit conditions is essential, and organizers are responsible for ensuring adherence. Event organizers are also required to notify all affected community members—including residents, businesses, schools, partner agencies and places of worship—about their event, associated road closures, and other impacts.
Role of City staff:
We are here to help walk you through the Special Event permitting process.City staff is responsible for processing applications, reviewing event request for compliance with City codes and other relevant policies and maintaining open communication with the event organizer. Staff also acts as a liaison between event organizers, City departments, and other partner agencies throughout the permit process and during events.
Special Events Planning Guide:
The Special Events Planning Guide below provides an overview of relevant policies and procedures in a user-friendly manner to assist with event planning. All event organizers should review this guide prior to applying for an event, so they are aware of the complexities that come with hosting an event on City property.
Planning & preparing for your event:
Check the City of Hayward's Event Calendar & Community Calendar to confirm the availability of your preferred event date.
The City of Hayward's Event Calendar & Community Calendar, along with links to other partner agency calendars can be found on our website here: Hayward Events Calendars
Apply for Special Events Grant Funding.
Each year, the City of Hayward allocates and awards funding to support the production and presentation of Special Events. Total funding available to support Special Events fluctuates—as do individual award maximums and, from time to time, processes for applying for and evaluating applications for Special Events funding awards. Learn more about available funding here: Special Events Funding Grant
Complete and submit a Special Event Application.
Review, complete and submit a Special Event Application. This is NOT the permit application. The Special Event Application gives staff the preliminary information about your event so we can identify: if the proposed location and the event are available, if additional licenses, permits, or fees are needed and if the event organizer is requesting financial assistance for their event.
Once your application has been received, we begin processing and creating a personalized permit package for your event.
When you need a permit for your event:
Special Event Permits are required for events that use public spaces, such as roads, greenways, public squares, and plazas. Answering a couple simple questions may help you determine if you need to apply for a Special Event Permit.
Will your event take place on public property? Public property is all property owned, leased, and/or maintained by the City of Hayward. If yes, a Special Events Permit is required.
Will your event be held on private property, including areas managed by Hayward Area Recreation and Parks District and Hayward Unified School District, and involve any of the following: over 500 attendees simultaneously or the potential to temporarily close a public street or sidewalk? If yes, a Special Events Permit is required.
Applying for an event does NOT guarantee that your event will be approved.
Depending on the size and complexity of your event, it can take several months to complete all the required steps. To ensure there is plenty of lead time to process applications you should submit your application based on the deadlines below:
TIER I Special Event — Organized activities that have a stationary footprint requiring the closure of streets or public squares or plazas, often involving amplified noise, food, beverage, merchandise, or other entertainment and have a greater impact on the community, which may involve the closure of multiple city blocks; closure that inconveniences numerous residents or establishments; excessive noise; attendance of 500 or more people; and significant event infrastructure that requires inspection and permitting by the Hayward Fire Department. Examples include festivals, markets, and ceremonies. DEADLINE TO APPLY: 120 Days to the proposed event date.
TIER II Special Event — Organized activities that have a stationary footprint requiring the closure of streets or public squares or plazas, often involving amplified noise, food, beverage, merchandise, or other entertainment and have a low-impact. These events close only one city block and/or an off-street venue; have fewer than 500 total attendees; affect a minimal number of residents or establishments; and have no significant event infrastructure. DEADLINE TO APPLY: 90 days prior to the proposed event date.
TIER III Special Event — Organized activities that have a stationary footprint requiring the closure of streets or public squares or plazas, often involving amplified noise, food, beverage, merchandise, or other entertainment and have minimal-impact. These events take place in off-street venues and do not close roads; have fewer than 200 total attendees; affect a minimal number of residents or establishments; and have no significant event infrastructure. DEADLINE TO APPLY: 45 days prior to the proposed event date.
TIER IV Special Event — Parades, races, and walks following a set course that involve full or partial closure of City streets, sidewalks and/or greenways. DEADLINE TO APPLY: 120 days prior to the proposed event date.
Complete the intake form here: Special Events Permit Intake Application
Work with Community & Media Relations staff to gather and complete any additional licenses, permits & documentation required for your event.
Depending on the size and scope of your event, you may be required to submit additional documents to City or other agencies. Below is a list of all possible requirements. Once staff has reviewed your preliminary Special Event application, they will provide you with a list of additional documentation needed for your final permit.
Here is a partial list of additional licenses, permits & documentation that may be required for your event:
Alcoholic Beverage Control (ABC) Information:
Events that include the sale or distribution of alcohol must apply for an Alcoholic Beverage Control Application through the California Department of Alcoholic Beverage Control (ABC). All ABC applications require prior approval by the Hayward Police Department before submitting completed applications to the California Department of Alcoholic Beverage Control.
The ABC form can be found on our website here.
Business Licensing Requirements:
A business license is required whenever money is exchanged for goods or services, including for both the event organizer and individual sellers. If no transactions occur, a business license may not be necessary.
Non-profit organizations hosting events can apply for an exemption, which allows them to operate without paying business taxes. Please inform Community and Media Relations staff if you wish to seek this exemption.
The cost of a business license varies based on the event activities. There is typically a reduced fee for businesses based outside the City limits participating in an event.
Submit business license applications as soon as possible, but no later than 10 business days before the event.
Event organizers should note that unlicensed retail activity will lead to the removal of violators on the event day and be recorded for future events proposed by the promoter.
For more information and application forms for businesses within or outside Hayward, and to renew your business license, click here.
Temporary Food Event Permit Information:
California Health and Safety Code (CALCODE) requires Community Event Sponsors and Temporary Food Facilities (TFF) to obtain a permit from the Alameda County Environmental Health Department (ACEHD) to operate. A permit is needed for selling or giving away any food or beverage at festivals, fairs and other community events. Apply for a permit on the Alameda County Environmental Health Department website.
Insurance Requirements Information:
The City of Hayward has established insurance requirements for facility users, vendors, and contractors entering into agreements for special events and activities. Before commencing use or services under an agreement, a compliant certificate of insurance must be provided.
Event organizers must meet these insurance requirements to obtain a Special Event Permit. Permits will not be issued until all insurance requirements are satisfactorily met. The City of Hayward reserves the right to require additional insurance or higher liability limits with reasonable notice.
Approval of insurance by the City does not reduce the liability of the event producer or vendor. The specified limits of liability, coverage, or policy forms may not be adequate to protect their interests. All special event applicants must name the City of Hayward as an “Additional Insured” on all policies, except workers' compensation, as indicated on the Certificate of Insurance.
Event organizers must obtain insurance certificates from all participating vendors, which must be compliant and submitted to the Community and Media Relations Division at least ten (10) working days before the event. Additional coverage may be required depending on the event's nature and scope.
Insurance requirements include:
- The City of Hayward, its agents, officers, employees, and volunteers must be named as “Additional Insured” on all policies, except workers' compensation.
- The City must be notified at least 30 days prior to any cancellation or alteration of coverage.
- Workers' compensation policies must contain a Waiver of Subrogation clause in favor of the City of Hayward.
- Commercial General Liability Insurance must be at least $1 million per occurrence and $2 million aggregate.
General liability coverage must include:
- Bodily Injury
- Independent Contractors
- Comprehensive Form
- Product/Completed Operations Hazard
- Premises Operation
- Personal Injury
- Broad Form Property Damage
Sample Documents:
Site Plan Map Requirements:
Event site plans must include measurements in feet and maintain a 20-foot fire lane allowing access within 150 feet of all areas. The Fire and Rescue Department will review and approve fire lanes.
- Entry and Exit Points: Mark all entry and exit points and keep them clear.
- Fencing or Barriers: Events with fencing must have at least two exits, each 16 feet wide and labeled as Emergency Exits per Fire and Rescue Department regulations. Exits may be closed but not locked.
The site plan must include:
- Locations of canopies, tents, stages, platforms, bleachers, dance floors, etc.
- Locations of inflatable activities and/or rides
- Locations of electrical supply and service (permanent and portable generators)
- Locations of entrances, exits, emergency exits, fencing, and barricades
- Booth spaces, including food trucks/booths (fixed and mobile)
- First aid tent/area and lost & found property area(s)
- Dumpsters and trash receptacles
- Layout of tables, chairs, picnic tables, etc.
- Parking areas (attendee, ADA, supplier, volunteer, rideshare, bikes, etc.)
- Permanent and portable restroom facilities and wash stations
- Signage and banners to be hung or installed
- Affected streets, alleys, and rights-of-way, including closures
Note: Fire lanes must remain open at all times for emergency response.
