Special Event Guidelines and Regulations

To increase the likelihood of permit approval, reduce the risk of liability of the event organizer and City, and to promote a lawful, safe and successful event, event organizers must address and adhere to the following (presented in alphabetical order).

Please note that the following guidelines and conditions may not all apply to some events.

For more information and assistance please contact the Special Event Coordinator: Mary Weggeland

Alcohol Licenses

SALE OR SERVICE OF ALCOHOLIC BEVERAGES AT ALL EVENTS HELD ON PUBLIC PROPERTY IS THE SOLE RESPONSIBILITY OF THE EVENT ORGANIZER. If a sponsor wishes to obtain a liquor license, there is a City of Sherwood processing fee in addition to the Oregon Liquor Control Commission (OLCC) application. Liquor applications must be received by the City of Sherwood no less than forty-five (45) days prior to the special event. We understand that special circumstances may alter this deadline and if so, it will be reviewed on a case by case basis. OLCC requires a license for Liquor Service and Temporary Sales Permit for any sale of alcohol. The applicant/responsible party agrees to provide the City a Certificate of Liquor Liability Insurance reflecting a limit of no less than $2,000,000 naming the City of Sherwood, it officers, agents, employees and volunteers as an additional insured at least 2 weeks prior to the event. This certification can come from the applicant or the caterer providing the alcohol for the event.

A copy of the required documentation and the licenses issued by the OLCC must accompany the Special Event application or be submitted separately a minimum of 45-days prior to the event. Failure to provide this documentation is grounds for revocation of the application.

All persons obtaining permits for the sale of alcoholic beverages shall comply with all federal, state and local laws including day use approval by the Sherwood Police Department. The sponsor shall be notified upon the approval of an application. All licenses should be posted in a conspicuous place at the site of the special event or the party must be able to produce it upon request.

The sponsor is encouraged to use some type of wristband or other method for distinguishing that persons are of legal drinking age. The use of a wristband for those consuming alcoholic beverages will allow the Sherwood Police Department personnel or other security personnel at an event to identify minors in possession of alcohol. The sale of alcoholic beverages will not be permitted at special events where the majority of the participants are twenty-one (21) years of age or under.

Animal Control

All events are expected to comply with City animal control and County Health regulations.

Athletic Events (Special)

Special Athletic Events include events such as a bike, run or walk on public right-of-way that involves the interruption of normal traffic flow, closure of a street, or by the nature of the event, promotes violation of traffic laws. These are open to the public and differ from league sport tournaments. Refer to the Special Athletic Event Information Packet for more information.

Electricity/Electrical Plan

Specific requirements for the use of electricity must be submitted and approved at the time of application for a special event. For events with activities in the right-of-way using electricity, event sponsors are required to describe how and where power is being supplied for the event. Electrical service connection provided by the City requires a detailed lay-out drawn to scale of electrical needs and must be submitted for approval with the Special Event Permit Application at least 45 days prior to the event.

Emergency Access

For public safety, organizers must provide ample clearance for emergency vehicle and apparatus access at events. Please include a diagram showing the proposed streets to be closed/blocked and the configuration of any vendor booths, stages, or other temporary structures to be placed for event purposes. Plan should include a minimum 12 ft. wide emergency access lane that shall remain open at all times

Emergency Medical Response

Based on the type of event being proposed, the City may require the presence of emergency/medical responders at the expense of the event sponsor. At a minimum a first aid station must be provided at Special Athletic Events and Major Community Events. 

Entertainment and Amplified Sound

All events, including those that use amplified sound, must adhere to all guidelines in the City Noise Ordinance Permissible Sound Levels (Sherwood Municipal Code Section 9.52.040). This information can be obtained from the Code Compliance Officer at the Police Department or at www.sherwoodoregon.gov under municipal code.

Within five business days of the submission of an application for a variance, the City Manager (or designee) will determine if the requested variance could have a substantial impact on the surrounding areas and require public notification. If such notification is required, the decision will not be made until ten business days after the completion of the public notice and required documents are submitted to the Event Coordinator. The City Manager must consider such factors as the potential impacts on businesses and noise sensitive properties within four-hundred feet, the time of day, the day of the week, the proposed type and amount of amplification, and any secondary noise consequences.

Fire Safety

Permits may be required from Tualatin Valley Fire and Rescue if your event is a carnival, fair or haunted house, involves explosives, flammable gasses, pyrotechnical special effects or uses tents (in excess of 750  square feet). Visit www.tvfr.com or call (503) 612-7000 for more information.

Food Sales

The special event organizer is responsible for ensuring that all food sales meet federal, state and local health department requirements. Event organizers are responsible for arranging ALL food permits with the Washington County Department of Health and Human Services including holding of a Temporary Restaurant License. Licenses are available for $180 fee and are good for 30 days. Health inspectors may visit each special vent and have the right to close booths operating outside of health regulations. All permits should be clearly displayed. To obtain a license or for more information, call (503) 846-8722 or visit www.co.washington.or.us.

Insurance Compliance

Event sponsors must submit a Certificate of Insurance and Endorsement. Limits of insurance are General Liability of $2,000,000 for death or bodily injury and property damage; Personal of $2,000,000; Per Occurrence $2,000,000 and Fire Insurance of $50,000. Limits and types of insurance may change because of the different activities of each special event.

Sponsors must produce a copy of the policy with all policy endorsements. The Special Event Coordinator/Risk Manager must receive the certificate at least fourteen (14) days prior to the special event. Applicants may be charged for extra time spent on follow-ups for incomplete or inadequate insurance submissions. Failure to produce a valid Certificate of

Insurance naming the City as an additional insured will result in cancellation of the special event. Please read all requirements carefully. Please refer to the application instructions for details.

If the event occurs at a Sherwood School District field, gym or track, the Certificate of Insurance and Endorsement must name the City of Sherwood and the Sherwood School District as additionally insured.

Notification of Affected Properties

When an event requires a Noise Ordinance Variance Permit or a Street and Sidewalk Use Permit, the event organizer is responsible to notify property owners fronting or abutting the street and properties is affected by the proposed closure. Organizers are required to use a separate Property Owner Notification Signature Sheet for each type of notification.  If you are required to notify affected property owners, you must provide a copy of that notice a minimum of two weeks (14 days) prior to the event. Exemptions may be approved for certain events. Contact the Event Coordinator at (503) 625-4207 for assistance.

Other Agency Permits

Other public agencies may require event holders to obtain permits for certain activities. For example, alcohol sales are regulated by the Oregon Liquor Control Commission. The Washington county Health Department issues Food Handlers licenses and inspects food services. Tualatin Valley Fire and Rescue has fire regulations for the use of tens in public gatherings. If County or State roads will be affected, permits may be required by – Washington County or ODOT. It is the event holder’s responsibility to determine what permits are needed and contact the appropriate agency.

Parades

Parades are required to submit a Street and Sidewalk Use Permit. Please refer to the Guidelines for Street Closures and Use of Public Way section of this guide.

Park Reservations

Parks with shelters are available for reservation. Park Reservation information and forms are available at www.sherwoodoregon.gov or by calling the City of Sherwood Public Works Department at (503) 625-5722.

Parking

No vehicles or heavy equipment may be driven on or parked on the grass areas within public parks. Old Town Sherwood alleys MUST REMAIN CLEAR AT ALL TIMES to allow for emergency access. There is no event parking allowed in the City Hall/Library parking lot.

Publicity

Sponsors are advised not to publicize tentative events until after receipt of the permit to avoid publication of misinformation. Sponsors who disregard this precaution will not receive special consideration in determining approval for the requested event because of advance preparation or expenditure of money.

Recycling and Garbage/Sanitation Plan

Event organizers are to provide the City with a basic description that addresses provisions for restrooms, garbage disposal, post-event clean up and recycling. Event organizers are required to return City right-of-way to original condition which is free of any litter, debris, road markings etc. Any defacement of public property that occurs in the event area must be remediated at the expense of the event holder. If there will be food preparation, sanitation descriptions need to include provisions for disposing of cooking waste. Discharge of cooking waste into the storm sewer is strictly prohibited.

All special event organizers are encouraged to incorporate the practice of waste reduction and recycling into their planning process and event implementation strategy. Events coordinators are required to provide garbage dumpsters specifically for their event and document locations in the site plan. Use of existing garbage cans/dumpsters for local residents and business use is not allowed.

If City of Sherwood garbage cans are onsite for existing use, the event coordinator may be required to service those. The City cannot absorb the cost of garbage services for large functions.

Residents

Residents are defined as the sponsoring organization whose official address is in the Sherwood City Limits. Event coordinators who live in Sherwood and are representing organizations outside of Sherwood City Limits do not qualify for resident status.

Security Plan

Event organizers are required to describe event security and public safety provisions. The City may require the use of trained security personnel or the Sherwood Police Department. Events that require the presence of Sherwood Police Officers may be subject to fees. Any security personnel hired by the holder of the event will operate under the direction of the Chief of Police, or designee. A special event application will not be approved until a security plan has been finalized for the event.

Signage

Please review the Sign Code for more information. No paint will be allowed on the streets, bridges, trees, grass or trails. All signs must be removed after event.

Site Plan

To ensure proper review of your event, it is required that you submit a site plan for your event. Based on your event site plan and components, the Fire Department may require an inspection of your venue at your cost before or during the event. A detailed narrative should supplement your site plan or route map. Please refer to the Map section of this guide and the Special Event Permit Application for requirements.

Special Conditions

The City reserves the right to impose special conditions on events to ensure the safety of spectators, participants, City-owned property, City employees, the environment, the general public, or any other potentially affected area that impacts the livability of the City of Sherwood.

Street Closings/Event Street and Sidewalk Use  

Refer to Guidelines for Street Closures and Use of Public Way section. A Special Event Permit is required for use of the public right-of-way for all events except a neighborhood block party, which instead is authorized using a Sherwood Block Party Street Closure Permit. Events that propose any street closures/blockages are required to fill out the Event Street and Sidewalk Use. This includes parades, processions and athletic events.

Sherwood School District (Fields, Tracks, and Gyms)

If an event is requesting to use a Sherwood School District field, track or gym outside regular hours, event coordinators must submit a Facilities Use Agreement with the City of Sherwood Recreation Coordinator (503) 925-2332. Please refer to the Insurance section of this guide for insurance requirements. All school facilities are alcohol and tobacco free.

Tents

Tents in excess of 750 square feet require a permit from TVF&R. Contact them at (503) 612-7000. Approval from the City is required for the erection of tents on public property.

Traffic Control Plan

All events that involve full/partial closure or blockage of city streets (parades, street closures and athletic events) to control traffic flow must complete a Traffic Control Plan. Please refer to the Map section of this guide and the Special Event Permit Application for requirements.

Toilets

It is the responsibility of the sponsor to provide for an acceptable number of additional toilets on site during the special event. On average each portable toilet can accommodate 200 uses (one use per person every four hours). Depending on the event type, this ratio may increase (i.e. events with food and beverages require additional units as individual use increases). If restrooms are onsite for existing recreational or event use, the event coordinator may be required to service those in lieu of renting additional ones. The City of Sherwood cannot absorb the cost of  restroom services for large functions.

Vending

It is the responsibility of the sponsor of the event to select vendors. Vendors shall have all the licenses necessary to operate and those licenses shall be displayed.