SERVICE
Conduct outreach before your outdoor special event
Outreach is an important part of hosting a special event on a City street or outdoor commercial property. It lets residents, businesses and others who might be affected know about what you are planning. Plus, you can listen to any concerns and work together to address them.
Municipal Transportation AgencyWhat to know
Timeline
Conduct outreach in phases.
Early planning
- Begin talking with residents, businesses, and groups near the event early on. Let them know when you’re thinking of having the event and what it will be like. Ask if they have any questions or concerns.
While your permit is in process
- Once SFMTA has confirmed that the date and location for your event are possible, start with more detailed outreach.
- We may not approve your permit if you haven’t conducted enough outreach or if there are community concerns that can’t be adequately addressed.
Neighborhood outreach is required for all outdoor special events
We may not approve your permits if you haven’t conducted enough outreach.
What to know
Timeline
Conduct outreach in phases.
Early planning
- Begin talking with residents, businesses, and groups near the event early on. Let them know when you’re thinking of having the event and what it will be like. Ask if they have any questions or concerns.
While your permit is in process
- Once SFMTA has confirmed that the date and location for your event are possible, start with more detailed outreach.
- We may not approve your permit if you haven’t conducted enough outreach or if there are community concerns that can’t be adequately addressed.
Neighborhood outreach is required for all outdoor special events
We may not approve your permits if you haven’t conducted enough outreach.
What to do
Include key information in your outreach materials
- Type of event
- Mission or goal of the event
- Who’s organizing it and how to contact them with questions
- Who can be contacted day-of (include a cell #)
- Date
- Time / duration
- Location
- Expected attendance
- What activities you’ll have (like food, alcohol, carnival rides, live music, etc.)
- Map
- Describe potential neighborhood impacts and how they will be addressed. For example:
- Whether residents can park on the block during the event
- Date, time, and location of any public hearings related to the event, if scheduled
- Email address of the SFTMA Special Events team — SpecialEvents@sfmta.com — for questions to the City
Outreach to the residents, businesses, and other groups
Include:
- Residents and businesses on block(s) to be closed
- Neighborhood & Merchant Associations
- Community Benefit Districts
- Local Representative from SF Board of Supervisors
Methods for outreach include:
- Present in person at neighborhood or merchant group meetings
- Deliver a physical letter or notice to residents and businesses
- Collect signatures door-to-door in support of the event
- Send an e-blast
- Post on local social media sites
For an event on outdoor commercial property
Get permission from the property owner or manager to host the event. Have this permission before starting outreach.
For questions related to entertainment/amplified sound on outdoor commercial property, email Entertainment.Commission@sfgov.org.
For events with entertainment or amplified sound
After hours sound
If you want to host outdoor amplified sound/entertainment before 9am or after 10pm, it may be possible.
You may need to do additional neighborhood outreach and attend a public hearing with the Entertainment Commission.
Apply for the One Time Outdoor Event permit at least 45 days before the event.
An event with 13 or more days
You may need to do additional neighborhood outreach and/or attend a public hearing with the Entertainment Commission.
Apply for the One Time Outdoor Event permit at least 45 days before the event.
For questions related to amplified sound/entertainment, email Entertainment.Commission@sfgov.org.
Learn about potential concerns
Some people may have concerns about the event’s impact on their business or day-to-day life. Examples include:
- Accessing their home or business
- Increased traffic and parking congestion
- Alcohol consumption-related issues
- Amplified sound/entertainment impacts
- Damage to private and public property
- Trash and cleanliness
- Smoke and odors from food vendors
- Decreased sales or loss of business
SFMTA Special Events staff can help you plan for ways to address these concerns. Email SpecialEvents@sfmta.com.
For questions related to amplified sound/entertainment, email Entertainment.Commission@sfgov.org.
Consider ways to build support
Form partnerships with the neighborhood. This may help build trust and excitement. Ideas include:
- Share the proceeds
- Cross-promote local businesses
- Provide booth space
- Present local artists and performers
- Fundraise for local charities
- Provide clean-up and beautification
After your permit is approved
After you receive approval for your event, let people know that it will be happening. Also, inform them of how you’re addressing any concerns that were raised during the review and approval process.
Closer to your event, remind people. You may want to put flyers on cars parked where there will be “no parking” for the event, to reduce the possibility of any car needing to be towed.
This is particularly important on residential blocks and blocks without parking meters.