The City has developed a First Time Community Special Event Permit Process as outlined below to streamline the permitting process. For policies and definitions of the various types of “Special Events” please refer to the COMMUNITY SPECIAL EVENTS PERMIT policies. A first-time event applicant has never hosted this event in Mountain House or within the last two years.

 Application Process:

Special Event Inquiry Form

Applicants must submit a Special Event Inquiry Form no less than 120 days prior to proposed Special Event date. An email confirmation will be sent once the Special Event Inquiry Form has been received.

City staff will contact the applicant to discuss the details of the event, make recommendations, provide city requirements and resources, and provide the Special Event Permit Application link. Applicants may be asked to submit additional supporting documentation along with the application.

Special Event Reservation

1. Applicants must reserve Central Community Park no more than 364 days and at least 90 days (Class I and II) before the proposed event start date and at least 120 days (Class III) before along with the deposit and Special Event Application Fee.
2. Applicants will receive confirmation within 10 business days that the application, deposit, and application fee have been received. Staff will review the application with other City departments for its completeness and determine applicable fees and additional permitting requirements.

   NOTE: Incomplete applications will not be processed and will be returned to the applicant. Complete applications will not be accepted until the deposit and application fee have been paid. Any unpaid balances owed to the City must be paid in full before an event application is processed.

3. Upon review, Staff will contact the applicant to schedule a Special Event Process Meeting no less than 60 days prior to the special event start date to discuss the details of the event including but not limited to:
   • Additional permitting requirements (i.e. Encroachment, Alcohol, Temporary Food, etc.)
   • Site plan
   • Traffic plan
   • Security plan
   • Sanitation, garbage, and recycling services agreements
   • First-aid and medical arrangements
   • Insurance documents
   • Applicable fees
4. Applicants shall communicate with the respective city/county department(s) issuing the additional permit(s). Permits and all other requirements are due to Staff no less than 30 days prior to event start date. Applicants may upload and check the status of their permit requirements online (coming soon).
5. Once the applicant has successfully submitted all required documentation and paid applicable rental fees, a permit will be issued. However, failure to provide all necessary documentation and fees, as deemed essential by the Recreation Manager and Public Safety – Code Enforcement, at least 30 business days prior to the event's start date may jeopardize the event. In such cases, the event may be subject to cancellation.

Post Event Requirement

Applicant must meet with Staff no less than 10 business days after event to review the “After Action Report” to determine if any violations occurred. Not meeting with Staff may result in the withholding of deposit.

Assistance

For further assistance, please call the City of Mountain House Parks and Recreation Department at (209) 831-5623 Monday through Friday, 8:00 a.m. to 5:00 p.m. or email mhreservations@sjgov.org.

The City has developed a Special Event Permit Process as outlined below to streamline the permitting process. For policies and definitions of the various types of “Special Events” please refer to the COMMUNITY SPECIAL EVENTS PERMIT policies.

Special Event Inquiry Form

Applicants must submit a Special Event Inquiry Form no less than 900 days prior to proposed Special Event date. An email confirmation will be sent once the Special Event Inquiry Form has been received.

City staff will contact the applicant to discuss the details of the event, make recommendations, provide city requirements and resources, and provide the Special Event Permit Application link. Applicants may be asked to submit additional supporting documentation along with the application.

Application Process

1. Applicants must reserve Central Community Park online for their special event online no more than 364 days and at least 90 days before the proposed event start date (Class I and II) and at least 120 days before (Class III) along with the deposit and Special Event Application Fee.
2. Applicants will receive confirmation within 10 business days that the reservation has been made, and the deposit and application fee have been received. Staff will review the application with other City departments for its completeness and determine applicable fees and additional permitting requirements.

   NOTE: Incomplete reservations will not be processed and will be returned to the applicant. Complete applications will not be accepted until the deposit and application fee have been paid. Any unpaid balances owed to the City must be paid in full before an event application is processed.

3. Upon review, Staff will contact the applicant to schedule a Special Event Process Meeting no less than 60 days prior to the special event start date to discuss the details of the event including but not limited to:
   • Additional permitting requirements (i.e. Encroachment, Alcohol, Temporary Food, etc.)
   • Site plan
   • Traffic plan
   • Security plan
   • Sanitation, garbage, and recycling services agreements
   • First-aid and medical arrangements
   • Insurance documents
   • Applicable fees
4. Applicants shall communicate with the respective city/county department(s) issuing the additional permit(s). Permits and all other requirements are due to Staff no less than 30 days prior to event start date. Applicants may upload and check the status of their permit requirements online (coming soon).
5. Once the applicant has successfully submitted all required documentation and paid applicable rental fees, a permit will be issued. However, failure to provide all necessary documentation and fees, as deemed essential by the Recreation Manager, Public Safety and Code Enforcement, at least 30 business days prior to the event's start date may jeopardize the event. In such cases, the event may be subject to cancellation.

Post Event Requirement

Applicant must meet with Staff no less than 10 business days after event to review the “After Action Report” to determine if any violations occurred. Not meeting with Staff may result in the withholding of deposit.

Assistance

For further assistance, please call the City of Mountain House Parks and Recreation Department at (209) 831-5623 Monday through Friday, 8:00 a.m. to 5:00 p.m. or email mhreservations@sjgov.org.

Please click the link below for the current Community Special Event polices and rental fees:

• Community Special Event Permitting Process
• Community Special Event Policies Handbook
• Community Special Event Rental Fees

Certificate Examples

• Insurance Certificate Example
• Additional Endorsement Example
• Sample of Insurance Providers

Certificates of Liability

The insured organization must submit a Certificate of Liability Insurance and an Additional Endorsement (CG 20 01 04 13). Insurance provides protection from claims arising from injuries or damage to other people or property.

Insurance is required for all reservations and is due at least 14 days prior to rental start date. Failure to submit insurance by the due date will result in cancellation.

The following items are required on the insurance certificate (MH-4-1300.b):

• Insured’s name or organization must be the same as listed on the rental application and permit.
• Minimum of $1,000,000 General Liability Insurance, and $2,000,000 Aggregate Liability coverage.
• Policy must be effective on or before the rental date and must expire on or after rental date.
• Description of operations/locations/vehicles must include the statement:
  • “City of Mountain house, its City Council and all City of Mountain House officers, agents, employees, volunteers and representatives are additionally insured.”
• Certificate Holder MUST be:
  • City of Mountain House
    251 E. Main Street
    Mountain House, CA 95391

The certificates and endorsements are to be on forms provided by the City and are to be received and approved by the City fourteen (14) days before the event(s) commence.

Upload the Certificate of Liability and Additional Insured Endorsement to User account in REC1.

ABC -221 Permit Instructions

The State of California Department of Alcoholic Beverage Control issues permits that give permission to sell alcohol. Non-Profit Organizations wishing to sell alcohol need a one-day permit. This can be obtained through Alcohol Beverage Control (ABC). Private Parties (i.e. weddings, anniversaries, birthdays, or anyone other than a non-profit organization) shall not sell alcohol on their own. 

If a private party wishes to sell alcohol, they must arrange this through a licensed caterer. The caterer must have a license obtained from the State of California Department of Alcoholic Beverage Control which enables the caterer to sell beer, wine and distilled spirits (hard liquor). If the caterer does not have this license, the private party cannot sell alcohol. No exceptions. It is illegal for a private party to sell alcohol.

An ABC License is not required for organizations to serve alcohol for the their guests at a private function as long as there are not tickets sold for the event.

All renters who sell or serve alcohol are required to have a City of Mountain House Alcohol Permit ($100) as part of their rental permit.

Qualified Organizations

To qualify for a GENERAL license, you must be:

• An organization formed for a specific charitable or civic purpose
• A fraternal organization in existence for over five years
• A religious organization
• A political organization

To qualify for a BEER AND WINE license, you must be:

• An existing non-profit organization including charitable, civic, cultural, fraternal, patriotic, political, religious, social or amateur sports organization
• If this is the first time your organization is having an event, the organization must first be qualified by the Department. As proof, you should bring in IRS and/or Franchise Tax Board documents showing your tax exempt status with your tax I.D. number

To qualify to sell alcohol at your event in a Mountain House facility or park, the organization must have an approved Non-Profit Verification Form on file with the District.

Application Requirements

• Complete Daily License Authorization (Form ABC-221)
• Authorization from property owner is required (property owner may sign Form ABC-221 or a signed letter showing the date, time, place and type of alcoholic beverages to be served may be submitted)
• San Joaquin County Sheriff's Department Approval (if applicable/see below)
• A detailed diagram of the event location may be required on outdoor events (Form ABC-253)
• Form ABC-221 must be submitted to the local ABC District Office (3021 Reynolds Ranch Parkway, Suite 150, Lodi, CA 95240) which has jurisdiction over the event location. For a listing of ABC District Offices, please visit ABC District Offices
• Form ABC-221 may be submitted either in person or by mail.
• Form ABC-221 must be received within ten (10) days prior to the event, but should not be submitted more than thirty (30) days in advance

Effective July 1, 2022, any nonprofit organization applying for a daily license is required to have a valid certified Responsible Beverage Service (RBS) server onsite at all times during the event within the area where the service of alcoholic beverages is occurring.

• For additional information, please visit the ABC RBS Portal

• Virtual Events: Events that will be held 100% virtually are exempt from the RBS server mandate.

If your organization intends to make a “Casino Night” or use controlled games as part of your fundraising event, you must comply with Business and Professions Code Section 19985, which includes pre-approval from the Bureau of Gambling Control of the Department of Justice. Please visit Nonprofit Organization Gambling Fundraiser Registration Program for more information.

Fees

To determine fee(s) due, visit License Fees page.

Method of Payment

Cashier’s check or money order made payable to the Department of Alcoholic Beverage Control.

San Joaquin County Sheriff's Department Approval

Sheriff's Department approval may be required when any of the following apply:

• A large number of people are attending
• The event is being held on a public street or in a public area (i.e. - parking lot)
• This is the first time an event is being held at the location
• The event is a “casino night”
• In certain other circumstances at the Department’s discretion.

It is the applicant’s responsibility to obtain local law enforcement’s approval.

This may be done via a letter from the local agency, or the official may sign directly on Form ABC-221.

Bring the completed application to the San Joaquin County Sheriff's Department, 7000 Michael Canlis Blvd., French Camp, CA 95231. If you have questions, contact the San Joaquin County Sheriff's Department, (209) 468-4400. Photographs or screenshots of the application will not be accepted. Ensure that the application has been signed by the organization's representative and the property owner prior to submitting to the Sheriff's Department.

The Sheriff's Department requires the submittal of ABC License applications at least 2 weeks in advance of the event date and no more than 30 days prior. There is no fee for law enforcement review and/or signature. Staff will call you when the approved application can be picked up at the Sheriff's Department. If the application is e-mailed or if an e-mail address is left with the application, a PDF copy of the signed application will be sent to you via e-mail. Submit the signed application to your local Alcoholic Beverage Control Office for licensing review and issuance.  

To obtain law enforcement approval for an Alcoholic Beverage Control Daily License Application, fill out an ABC-221 form. View instructions for obtaining a daily license.

Security Requirements

All events within Mountain House that operate under an ABC Daily License are required to have licensed security on scene with a ratio of 1:100.

All security companies and/or security officers must hold valid guard card through the Department of Consumer Affairs Bureau of Security and Investigative Services or be sworn peace officers within the State of California. Security officers must be uniformed and may not take part in the event. Note that events are evaluated on a case-by-case basis. Depending on the nature and history of the event, more officers may be required.