Events

Events Management Office

Appendix A.

• Event Guidelines (pdf)
• Upcoming Events (pdf)
  
  

Duties and Responsibilities

Principal Functions: The principal functions of the Event Management Office shall be to plan, coordinate, communicate, direct, control, and manage all Events and non-classroom College activities in a manner that complies fully with Dominican College's Use Permit and with the approved Events Management Plan ("EMP").

Specific Duties and Responsibilities: The specific duties and responsibilities of the Campus Events Management Office shall include, but not be limited to the following:

1. Ensure that an Event Contract is executed for each Event. Each Event contract shall include provisions that the Event sponsor shall comply with the City of San Rafael Noise Ordinance (Municipal Code section 8.12.150) and all other applicable City ordinances. Each Event contract shall specify the location of parking lots to be used for the Event, including maps and directions for use of these parking lots, and locations for traffic control operations. Each Event contract will indicate a statement that "... the College is located in a quiet, single family residential neighborhood," and a statement that " ... private parking areas and emergency right of ways must not be blocked or violated."
2. Ensure that the maximum annual number of Events scheduled at the College, as specified in paragraph VI. Maximum Annual Number of Events, in the Events Management Plan are not exceeded.
   
3. Engage or ensure that the College and each Event sponsor engage sufficient staff resources to implement the terms and conditions of the EMP, and as are specified in the contract for each Event.
4. Ensure that the allowed attendance limits for any Event are adhered to. Ensure the Event contract includes an estimate of the attendees anticipated to be at the Event and an estimate of how many attendees per vehicle and how many vehicles will arrive at the Event. Monitor all Events to ensure that the specified attendance limit is adhered to and take appropriate action if maximum attendance limits are exceeded, such action to include possibly turning people away at the door or prohibiting further events by-organizers who exceed limits.
5. Maintain a Master Events Calendar for all scheduled Events. The master Events calendar shall include: i. the date of the Event; ii. the start and end times of each Event; iii. the estimated attendance and the estimated number of vehicles arriving for each Event; iv. a record of any public comments received in conjunction with any Event. This master Events calendar will be available for review by the public, by appointment, during normal College business hours. A copy of the master Events calendar will be sent to the City's Community Development Department at the start of each month. Create, maintain, and regularly update an Events Database that collects and analyzes parking, traffic and attendance data for all Events. The data from this database shall be used to control and adjust attendance at various types of College activities and Events, and as the basis for scheduling College activities and Events. The techniques used by the Events Management Office to resample and update parking and traffic generation data will be designed and verified by professional traffic engineers in conjunction with periodic City review.
6. At the beginning of each month, a comprehensive notification of upcoming Events shall be provided to the Dominican/Black Canyon Neighborhood Association, to the Dominican Neighborhood Committee; and to any member of the general public who requests such a notice. Additional notice will be given if an Event or Events with more than 400 estimated attendees are scheduled in a given month after the beginning of that calendar month. Notice may be given by any means that will assure timely delivery. The College will send the notification by e-mail to any person who provides a valid e-mail address. In addition, the notification of scheduled Events will include a telephone number for the Campus Event Management Office, a member of which will be available by telephone to deal with complaints or problems related to noise, parking, and traffic related to Events on campus.
7. Install and operate an "Events Hotline" telephone service that provides, in recorded form, information on any special Events.
8. The traffic and parking associated with any Event or College activity subject to the EMP shall be planned, managed and controlled in such a manner that the applicable terms of the EMP are fully complied with. For Events or College activities with attendance estimated to be greater than 400 persons and less than 1,000 persons, the College shall engage Traffic Control Personnel who shall be on site before, during, and after such Events and College activities.
9. Traffic control personnel who are not members of the San Rafael Police Department will direct parking to proper campus locations and will promptly report public street parking violations to the City of San Rafael Police Department. These personnel will direct traffic arriving for such Events in the campus parking facility or facilities designated for the Event.  Before such an Event or Events, the traffic control personnel will be posted near the entrance to the parking lot or lots designated for that Event. Traffic control personnel will arrive and depart from these entrances at times that best ensure that arriving automobiles will use designated parking facilities. The traffic control personnel also will assist persons attending Events to exit parking lots and will assist in managing the exiting traffic flow related to the Event.
10. For simultaneous Events and/or College activities that are estimated to have a cumulative peak attendance of 1,000 persons or more, the College shall submit a traffic/ security plan 30 days prior to the event to the San Rafael Police Department for approval. The traffic/ security plan must include the College arranging for police officers to provide traffic control and security if such an arrangement is required by the City of San Rafael Police Department.
11. Ensure that Events are planned such that peak traffic impacts of vehicles arriving or departing the campus do not occur between 4:00 p.m. and 6:00 p.m., Monday through Friday, excluding holidays. Ensure, to the extent possible, that the start and end times of scheduled Events occurring on the same day are staggered to minimize traffic impacts during peak traffic time.
12. Any Event sponsor who intends to use sound amplification devices shall pay a deposit to the College, at least 30 days prior to the Event. This deposit may be retained by the College for any violation of the regulations of this section regarding amplified sound. For Events that use sound amplification devices, ensure that the sound levels resulting from such Events are regularly monitored for full compliance with all applicable sound ordinances and for compliance with the provisions of this Plan. Any event which would exceed the sound levels allowable under the provisions of this plan would require a special use permit issued by the City of San Rafael.
13. Where possible and permitted by the San Rafael Police Department, the College shall use its resources and best efforts to minimize the number of automobiles that park in public parking places on the residential streets proximal to the campus.