City of San José - City Hall Events

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Thursday, February 9, 2012

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Event Planning Timeline

WHAT TO DO		RECOMMENDED TARGET DATE
Reserve Event space by calling Room Reservations at the City Hall Call Center (408/535-1245).		Up to 1 year but no less than 30 days prior to event
Submit “Facility Use Application” (including preliminary floor plan, equipment, AV and IT requests).		Within two weeks of making your tentative reservation (must be at least 30 days prior to the event).
Sign and return the entire original Facility Use Agreement (Contract) along with 50% of estimated fees.		Within 5 days of receipt of contract, to confirm reservation.
Schedule and hold Site Inspection with your Event Manager.		60 days prior to event.
Secure Special Event Insurance and any required permits applicable to your event (e.g. fire permits, health permits, liquor letter, liquor license, etc.)		30 days prior to the event.
Submit full payment of estimated fees including cleaning/damage deposit, and proof of non-profit status (if applicable).		30 days prior to the event.
Select Approved Caterer from the Event Services List		30 days prior to event.
Submit any updates to equipment or AV request.		30 days prior to event.
Submit Final Floor Plan.		15 days prior to event. Required to meet Union scheduling requirements. Additional labor fees may apply for request within 15 days.
Submit Copy of certificate of insurance naming the City of San Jose as additionally insured		10 days prior to event.
Submit copies of permits.		5 days prior to event.
Attend pre-event site walkthrough.		Upon arrival on event day.
Hold event.
Post-event walkthrough.		Immediately following event.
Receive invoice for any additional City Services.		5 days after event.
Submit payment in full for additional City Services.		Upon receipt of invoice.

Please note the following requirements which apply under the indicated circumstances:

You must choose a caterer from the Event Services Approved Catering List at least 30 days prior to your event. Caterers not on our list are not permitted to work at City Hall.

If you plan to serve alcohol, you will be required to hire a minimum of 2 security officers and if you sell alcohol you will be required to hire a least 2 police officers from the City of San Jose Police Department “Secondary Employment Unit” during the hours of your event, for a minimum of 3 hours. 3 forms must be filled out and faxed to our office. We will then forward them to the San Jose Police department for their approval and fee calculation.

If you plan to sell alcohol, you must provide a copy of a City of San Jose police authorization letter permitting the sale of alcohol at your event, a copy of your caterer’s liquor license, and an authorization from the Alcohol Beverage Control Department.

If you plan to sell admission tickets to your event, please attach a ticket manifest or a receipt for ticket printing indicating the number of tickets to be sold and the price per ticket. (You will be required to pay a percentage fee to the City of San Jose for each ticket you sell for this event unless you are a non-profit organization and are paying rent for your event.)
If your event is open to the public:
1. Tickets, badges and/or a guests list may be required. Tickets will be provided by the City at the clients expense.
2. A Health Permit is required to serve food to the public

Other requirements may apply.

Please refer to Event Guidelines for the complete explanation of requirements for events: Guidelines and Rules and Regulations; or call the Event Services Office at 408-535-1245.

Events