Staff presents draft special-event policy for The Grove, proposes robust intake and application process

Jan Harris, the city’s downtown development manager, told the Bay Area Council work session that staff is drafting a special-event policy for The Grove and town center intended to balance public access with public-safety and operational needs. "If someone wanted to come in and do an art show in The Grove…we would probably rely on a partner to help bring folks in," Harris said, describing a two-stage process: an intake conversation followed by a detailed application.

Harris said the full application would be substantial, covering road closures, EMS plans, liability insurance and deposits. She referenced examples used elsewhere and noted that earlier draft applications ran 15 to 19 pages. "There’s a lot of liability that the city takes on when you let somebody come and use your space," Harris said, adding the city would set clear criteria so staff decisions are not ad hoc.

Council members pressed staff on legal and fairness issues, saying the code language must provide a defensible basis for approval or denial. One council member warned that the way the process was described—"you come talk to Jan and if Jan likes it, yeah, let's go"—could invite challenges; staff responded the code would define objective criteria and that department directors would review applications to flag safety or staffing impacts.

Staff also clarified that assemblies exercising constitutional rights (political or religious demonstrations) would not be treated as "special events" under the proposed process and would continue to follow the city’s existing public-assembly procedures. Harris said the next steps include legal review and possibly a special work session to consider detailed code language before bringing an ordinance or code amendment back to council.

The proposal would introduce fees, deposits and insurance requirements; staff acknowledged those requirements could limit some grassroots groups and said the goal is to strike a balance between accessibility and municipal risk management. The council did not take a formal vote on the draft during the recorded session; staff will return with draft code language and application materials for further review.