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Guidelines for Out Door Events

The 5M Project, Hearst Communications Inc. and Forest City Enterprises have developed the following criteria to assist with its management of the 5M Campus and to provide a transparent process for approving applications for Out Door Events and Permitted Activities. A Permitted Activity is any event that would normally require a city-issued permit, such as a DPW- issued Street Closure Permit.

The following criteria will guide 5M Project’s process for selecting among Outdoor Events/Permitted Activity Applications: 

  1. Applicants must carry General Liability Insurance and agree to indemnify Hearst Communications Inc., and Forest City Enterprises from any claims related to activities in the Permitted Area. (See Insurance) 

  2. Applicants must agree to abide by and sign off on the Rules & Regulations for Events and Permitted Activities. (See Event License and Rules & Regulations) 

  3. Applicants for Outdoor Events and Permitted Activities must be received at least 60 (SIXTY) days prior to commencement of the proposed activity or event and will be processed on a first-come, first-served basis. Some applications may be accepted 30 (THIRTY) days prior to activity, to be determined at the discretion of the Property Manager. 

  4. Acceptance of an application is determined, in part, on the availability of space on the dates specified in the application.

  5. Permitted activities can and may only be scheduled between the hours of 6:00 am till 10:00 pm, Monday through Sunday. Exceptions can be made to extend scheduling for weekend events, but must first be vetted through and approved by the Property Manager.

  6. 5M Project will strive to provide a balance between Outdoor Events/Permitted Activities that are closed to the public with those that are open to the public.

  7. Applicants must demonstrate past experience or the ability to plan, operate and manage activities or events similar in size and type to the activity or event for which they are applying.

  8. Preference will be given to Outdoor Events/Permitted Activities that are compatible with the surrounding mixed-use, residential neighborhood. 

  9. Applications for events that could cause physical damage to the surrounding historic buildings or the grounds itself, including but not limited to pavers, awning, planting, trees, etc. are discouraged and may be rejected.  

  10. Applications for activities that could cause a public nuisance may be rejected. 

  11. All event marketing collateral must comply with the 5M Project Brand Entitlements to be agreed upon with partners prior to event. 

  12. Outdoor Events and/or Permitted Activities are limited to the following Event Areas. (Each of the following “Permitted Outdoor Activity Areas” was designed to allow for 24/7 access to buildings located along the periphery of the buildings and to maintain a 6 foot legal path of travel and emergency exits at all times). Street closures must be approved and permitted through ISCOTT. 
    • Natoma Street between 411 and Mary Street - 9,360 sq.ft
    • Mary Street between Mission Street and Minna Street - 3,040 sq.ft
    • Minna Street Tunnel - 10,335 sq.ft total/7,410 sq.ft covered
    • Parking Lots - TBD
    • Full access to all of the above - 37,532 sq.ft


User shall provide event insurance for their event. User agrees to provide Property Manager, no later than 30 (THIRTY) days prior to event date, a Certificate of Insurnace that names Hearst Communications, Inc. and Forest City Enterprises as an additional insured. All User's vendors and contractors performing work for the above said event, shall at their own expense obtain and carry throughout the duration of work their own Certificate of Liability Insurance, Workman's Compensation, AND the Additional Insured Endorsement. It is important that we receive BOTH the Certificate of Liability insurance AND the Additional Insured Endorsement with in 30 (THIRTY) days of the event. User agrees to provide and maintain, as its sole cost and expense, the following required policies of insurance: 

(i) Commercial General Liability: $3,000,000 each occurrence with a $5,000,000 Annual Aggregate for death or injury to any person and/or damage to any property or interest, including Products/Completed Operations and Contractual Liability coverages.  Coverage shall be written on an Occurrence form, and shall at all times provide coverage on a primary basis, and not be contributory to or excess over any other insurance available to Hearst and shall name Hearst, its parent, building ownership and building management, subsidiaries, related and affiliated entities as well as RA as Additional Named Insureds.  There shall be no exclusion, limitation nor endorsement contained in the policy that serves to restrict or limit Contractual Liability coverage or Completed Operations coverage

(ii) Worker's Compensation and Employer's Liability:  Worker's Compensation coverage in accordance with the statutory requirements and Employer's Liability coverage limits of $1,000,000 (per accident), for bodily injury by accident, and $1,000,000 per each employee for bodily injury by disease. 

 Automobile Liability:  $1,000,000 Combined Single Limit, including liability arising out of Hired & Non-Owned Autos. 

 Host Liquor Liability insurance, in an amount of not less than one million dollars ($1,000,000) per occurrence  

The Certificate of Insurance should read as follows:

Hearst Communications, Inc. and Forest City Enterprises, its agents, affiliates, subsidiaries, its directors, officers and employees (“Company”) are Additional Insureds with respect to the activities conducted by or on behalf of the insured. The policies listed in this certificate are considered primary and non-contributory. Any other coverage available to Hearst Communications, Inc. and Forest City Enterprises shall apply on an excess basis. The insured listed above is solely responsible for any and all applicable deductibles and/or self-insured retentions, with no contributions to be made by Hearst Communications, Inc. or Forest City Enterprises.


The Certificate holder should be made out to:

Attention to Esther Ingrao
901 Mission St. 
San Francisco, CA 94103 


Any signage pertaining to an event outside the property or inside the property in a common area must submit a request to the Property Manager 15 (FIFTEEN) days prior to event. Signage must not harm, damage, or disfigure the walls of the property. For signage outside the building, appropriate city permits may apply, and must first be approved to the Property Manager.


For signage pertaining to the event’s way finding, there must be signage that indicates the path of travel, location of the restrooms, location of drinking fountains, all assessable features, etc, as well as the name and contact information of the individual responsible for the event program. 


User must supply the Property Manager with a Host Liquor Liability Insurance, in the amount of not less than one million dollars ($1,000,000) per occurrence, no later then 15 (FIFTHTEEN) days prior to event.

 It is advised that any event serving alcoholic beverages use a licensed, insured Beverage Caterer. It is the responsibility of the User to obtain all necessary ABC permit(s) and to furnish the Property Manager with a copy (or copies) thereof. If the required ABC permit is not obtained, or not adhered to, 5M Project, Hearst Communications Inc. and Forest City Enterprises shall not be responsible for any activity that is cancelled and any fees, which may be due or have been paid by a User shall not be reimbursed. User and all of their agents or contractors agree that any such failure to obtain or adhere to ABC permits is their responsibility and not the responsibility of 5M Project, Hearst Communications Inc. and/or Forest City Enterprises and they will make no claim whatsoever against 5M Project, Hearst Communications Inc., or Forest City Enterprises or any consequences which may result from such failure to obtain/adhere to said permit.  If planning to serve alcohol at an outdoor event an Alcohol Service Plan will need to be submitted to the Property Manager 15 (FIFTH-TEEN) days prior to the event date and the city for approval.

Please visit the following website for further information on Special Daily Licenses and Event Permit Applications:


Property Management may require additional Security Officer(s) present for your event. The number of security personnel required could vary depending on program content and number of attendees. 

All outdoor events need to be vetted with the Property Manger and Security to determine number of officers required. For Users outside the 5M Network, User will be billed separately for these services. 

  • Cost per officer:  $28.95/hr. 
  • Cost per officer:  $43.43/hr.  (OT)
  • Cost per Security Supervisor:  $56.95/hr.
  • Cost per Security Supervisor:  $85.43/hr.  (OT)

All Security requests require a 48-hour cancellation policy. Failure to give 48-hour notice of cancellation will result in being charged full price.

Your security plan should be indicated in your floor plan with points specifying where the Security Staff will be during the course of the event.



Janitorial and Waste Management can be conducted and managed through the Building's Janitorial Service provider at listed billing price. Users may use an outside service for their Janitorial and Waste Management needs. 

For all Outdoor/Permitted Events, The 5M Project, Hearst Communications, Inc., and Forest City Enterprises require compliance with the city of San Francisco's Mandatory Recycling and Composting Ordinance. 

The scope of the janitorial service is to provide trash removal before, during and after the event in addition to event cleanup maintenance during the event. 

All GCA Janitorial requests require a 48-hour cancellation policy. Failure to give 48-hour notice of cancellation will result in a charge at OT rate. 

GCA Rates for Event Support

  • Weekday rates @ $40 HR
  • Weekend rates @ $52.50 HR
GCA Minimun Hour Requirements
  • Weekday: 3 HRS
  • Weekend: 4 HRS 

Mandatory Recycling and Composting Ordinance

Events in San Francisco are required to recycle and compost. That means maintaining appropriate, color-coded labeled containers placed in convenient locations (blue for recyclables, green for compostables and black for trash). All vendors, volunteers, contractors, and clean-up crews must be educated on how to properly identify and separate materials.

Special Event Ordinance, No. 73-89

All street closures must have a recycling and composting plan. The San Francisco Department of the Environment monitors events that fall under this ordinance. 

Please submit the following with permit application 15 (FIFTHTEEN) days prior to your event. 

  • Proof of garbage and recycling services and Recycling training certificate (issued after the completion of a zero waste event workshop with SF Environment - email [email protected] for an invitation).


  • Letter from SF Environment registered Event Greener or Service Provider 
Working with Food Vendors
  • Insert recycling and composting requirements into the agreement with vendors
  • Require vendors to recycle and compost all remains at the close of event
  • Download this flyer and give it to your vendors so they know which food ware is acceptable in SF under our Food Service-Ware Ordinance

Vendors/janitor staff/volunteers should be trained and given handouts before event, 
know what materials go where, and where debris boxes are located.

Food Service Ware Ordinance 

Food vendors must use compostable or recyclable to-go containers. Disposable polystyrene foam (Styrofoam) food service ware can no longer be used for food prepared in SF. 


Dumpsters may be required for larger events and need to be ordered through Recology.
Recology at (415) 621-3841/[email protected].  Best to order at least 30 days prior to the event (trash, composting, and recycling collection service, which can include debris boxes, event boxes or containers.)
Placement TBD with Property Manager and Facilities.

Waste Bins/Totes 

The standard formula: 2 totes for each type (compost, recycling, trash) for every 75 people. Note: The general rule of thumb for events is to exchange liners about 2 x an hour. 

Street Cleaning 

Depending on the event, there may be a requirement to pressure wash the event site before and after the event. The Hearst Property Steam Truck can pressure wash the event site at a cost of $35 an hour (2 hour minimum is required) and will require a fully trained and qualified GCA service operator only. The steam truck operator hourly rate is $52.50. All of the Hearst Steam Truck Operators and Employees meet the Hearst Corporations' requirements for building contractors and are covered under a COI with Hearst. 

This service may also be arranged through the San Francisco Department of Public Works. If managing street cleaning through DPW, all services and schedules must be approved by the Property Manager. 

Portable Bathrooms 

It is required there be 1 portable bathroom, including one ADA compliant bathroom for every 75 to 100 estimated attendees. This must be incorporated into the floor plan and vendor timeline and submitted to the Property Manager for approval. 

The 5M Project, Hearst Communications, Inc., and Forest City Enterprises also recommend that if the program includes the consumption of food, there be some hand washing capability available to attendees either through a hand sanitizer dispenser or hand washing station. 


The following organizations provide composting and recycling services at events. This may include cart monitors, transferring materials from Zero Waste Station to debris boxes, material sorting stations, and post event cleanup.) 

  • Community Housing Project /

  • Green Mary /

  • SF Conservation Group /

  • Waste Busters /

  • SF Clean City Coalition /

  • Clean Vibes /

  • Revolutionary Green / 


Other permits or approvals may be required by the following agencies for events given certain circumstances. 

Open Flame Permit, Motor-Fuel Operations Permit
San Francisco Fire Department 
Permit Section of the Bureau of Fire Prevention 
698 2nd Street, Room 109 
San Francisco, CA 94107
(415) 558-3303 

Application for Revocable Temporary Occupancy Permit, and use of Public Space
San Francisco Department of Public Works 
Bureau of Street Use & Mapping 
875 Stevenson St. Room 460
San Francisco, CA 94103
(415) 554-5810 

Alcohol Permit & Insurance 
Department of Alcoholic Beverage Control
1515 Clay St. Suite 2208
Oakland, CA 94612 (Temporary Address)
(415) 356-6500 

Public Property Permit
San Francisco Police Department 
Southern Station, Sgt. Anderson
850 Bryant St. 
San Francisco, CA 94103 
(415) 553-9192

Zero Waste Event Regulations & Requirements
San Francisco Department of Environment 
11 Grove St. 
San Francisco, CA 94102
(415) 554-3434

Street Closure Permits
San Francisco Municipal Transport Association 
Division of Sustainable Streets
1 South Van Ness Ave, 7th Floor
San Francisco, CA 94103
Attn: Cindy Shamban
(415) 701-4683

Amplified Sound Agreement
San Francisco Entertainment Commission 
City Hall, Room 453
1 Dr. Carlton B. Goodlett Place
San Francisco, CA 94102 
Attn: Jocelyn Kane, Executive Director 
(415) 554--5793 

Parking Permits & Insurance Requirements 
San Francisco Department of Parking & Traffic 
11 South Van Ness Ave
San Francisco, CA 94103 
(415) 701-3000

Special Events Program
San Francisco Department of Public Health 
Tattoo, Body Piercing and Permanent Cosmetics Program 
(415) 252-3971