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approach to setting fees to reflect complexities and levels of effort from City staff and resources required by type of event or number of attendees. The City can mirror one of these structures or develop their own structure customized to the City's situation. Once SEP requirements are defined, a clear approval and support process should be documented and available to applicants. For reference, the following is the typical special events review, approval, and support process we see across many jurisdictions we encounter. 1. Applicants submit the appropriate application type, then pay initial application fee. The application fee pays for the review of the initial permit, regardless of whether it is a Not -for -Profit or For -Profit event, and regardless of whether the event is approved or not after review. This fee is non- refundable. 2. A designated City Special Events Permit Administrator routes each application, ideally electronically, to a designated Special Events Permit Review Committee, comprised of multiple department representatives such as Economic Development, Building/Planning, Fire, Police, Risk Management, Parks and Recreation, and Public Works 3. If necessary and typically only for very large/high risk events, or events that have resulted in difficult issues for the City in the past, the SEP Committee will further confer to address concerns and develop conditions of approval to provide support and mitigate risks. 4. After, say, one week of review by all departments, each department provides their Conditions of Approval (COA) and insurance requirements. 5. Depending on the type of event, the City Manager or designee reviews all COAs, and signs off on the application. Specific types of events such as tournaments for youth sports may also require approval from a separate department commission or require specific policy and use agreements for city facilities. 6. COAs are then issued back to the applicant along with any additional fees/deposits deemed necessary by the committee for recovery of City costs required to support the live event. 7. Applicant pays any additional fees and completes all items listed on the COA prior to event date. 8. Often, on -site meetings are required (as a COA) at least 2 weeks prior to the event with public safety, public works, etc. depending on the location and support needs of the event. While the City may be performing many of these tasks already, our observation is there is no formalized process in place that communicates internal and external expectations for SEP approval. For reference, Appendix B also provides a high-level comparison of SEP review criteria and processes in other jurisdictions for the City's consideration. Additionally, the published processes of the City of Alameda and Fremont have been noted by staff as good examples of adaptation to Pleasanton, and we agree. In conclusion, we recommend that City staff work together to define an SEP approval process and cost recovery approach. Formalizing these processes will then drive the approach to calculating a specific and tailored set of fees for the permit approval process, and a set of hourly rates for recovering support costs provided during an event. 1NBS