Rent The Fairgrounds FAQ’s

Read through the Fairgrounds Rental Packet, and fill out/initial the ”Petaluma Fairground Application” on pages 9-21.

Then, contact us to learn more and share your vision with a staff member:

• Email: [email protected]
• Call: 707-778-4380

Deposits are due at time of reservation. The deposit will be refunded in its entirety within 4-6 weeks after the event, so long as there is no property damage and/or additional cleaning required. *The deposit is subject to change based on size, history of event, event type, and/or hours*

RENTAL CATEGORIES

NON-PROFIT: For events sponsored by non-profit organizations, a non-profit number is required at time of booking.
PRIVATE RESIDENT: Any event, program or activity, being held by an individual(s) with no charge to the public or donations and/or contributions made by those attending.
COMMERCIAL: Any business that does not qualify as a non-profit.
GOVERNMENT: Any school, federal, state, county or local government agency requesting use of facilities for a public hearing, meeting, conference, either of an educational or recreational nature.

All Fairground Rental Deposit:

• Non-Alcohol Deposit – $300
• Alcohol Deposit – $500

DEPOSITS – ALL FACILITIES

Whether you are looking to host a personal event or a business function, the Sonoma-Marin Fairgrounds and Event Center offers a variety of spaces to fit your needs, you can even rent the whole fairgrounds! The Sonoma-Marin Fairgrounds and Event Center is nestled on 60+ beautifully landscaped acres in the City of Petaluma. With several banquet rooms available for Wedding Receptions, Quinceañeras, Birthday Parties, Family Reunions, School Dances, Company Parties, and Conferences, the Sonoma-Marin Fairgrounds and Event Center is sure to have the perfect space for your event. Our dedicated and professional staff is here to assist with the planning, set-up, and execution of your event.

Below you can find information about our banquet rooms and rental spaces. Please contact us at (707) 778-4387 or email
[email protected] for more information.

HERZOG HALL – 6,358 Square Feet
Capacity: 425 dining or 900 assembly
Notes: Includes kitchen and restrooms
One of our larger halls on the grounds, Herzog Hall, is an excellent setting for banquets, wedding receptions, trade shows, job fairs, or dances. Use of the hall includes a caterer’s kitchen.

BEVERLY C. WILSON HALL – 3,440 Square Feet
Capacity:100 dining
Notes: Includes kitchen, restrooms, and air-conditioning
Perfect for smaller weddings, anniversaries, birthday parties, conferences, or training sessions, Beverly C. Wilson Hall includes a small kitchen. A lobby area can be used for registration or greeting your guests.

BEHRENS PARK – 36,000 Square Feet
Capacity: Event dependent
The flat, shady area of Behrens Park is ideal for picnics, barbecues, and other outdoor gatherings. No alcohol allowed at this location.

GARDENWAY LAWN & STAGE – 17,600 Square Feet, Lawn 2,196 Square Feet
Capacity: 2,500-3,000
Notes: Festival Area, restrooms nearby.
Between the Main Exhibit Building and the Arts & Crafts Building, this is the area where concerts can be held. This area is ideal for your concert or mini-festival. The outdoor stage area can be rented separately. It is a versatile venue for a variety of needs.

SHOW RINGS – 3 Show Rings
Capacity: Varies
Notes: Ag education, market shows, livestock, milk barn, bathrooms, showers, trailer hookups
Used mainly during the fair time for Ag education and livestock shows, the rustic barns and well-kept show rings make a great spot for your next agriculture event.

MAIN EXHIBIT BUILDING – 14,000 Square Feet
Capacity: 1500+
Notes: Large parties, corporate events, expos, restrooms indoors, roll-up door feature
Our largest indoor facility at the Fairgrounds, this building boasts ample open space and a roll-up door feature to see your vision come to life. Frequently used for indoor concerts, large corporate gatherings, proms, and indoor roller skating.

LOT A – 70,000 Square Feet
Capacity: Event dependent
Notes: Sales, food distribution
Asphalt parking lot with ample space used for a variety of different events such as food distribution.

LOT B – 225,000 Square Feet
Capacity: 4000+
Notes: Car shows, carnivals, overflow parking, rodeos, drive-in movies, no restrooms
Often used for Drive-in Movies and Pop-Up Rodeos, this large area boasts high visibility and is adjacent to ample parking.

MAIN PARKING LOT – 70,000 Square Feet
Capacity: Event dependent
Notes: Sales, carnivals
Asphalt parking lot with ample space that can be rented for a variety of events such as carnivals.

CARNIVAL LOT / CONCOURSE – 238,000 Square Feet
Capacity: 4000+
Notes: Car shows, dog shows, carnivals, indoor restrooms adjacent, hook-ups for water & power available.
Often used for automotive shows, sales, and large outdoor shows, this large area boasts higher visibility, adjacent indoor restrooms, and hook-ups for water & power.

ALL SPACES

• A clean-up/damage/security deposit is required for all events and is refundable.
• Liability insurance is required for all events.
• Inquire with staff about tables and chairs available for your rental.
• Easy freeway access from Highway 101 and Highway 116.
• Indoor and outdoor space can be rented separately or in conjunction with your event.
• For more information, estimates, or availability information please call 707-778-4380

INSURANCE REQUIREMENTS

Additional insurance requirements may be requested based on a variety of factors such as the number of people in attendance. 07-04 Insurance not accepted.

The City of Petaluma must be notified if insurance coverage is canceled prior to the start of the event, failure to do so may result in the forfeiture of fees and/or deposits

ITEMS REQUIRED WHEN RESERVING A FACILITY:

• Facility Application & Use Policies (Completed, Initialed & Signed)
• Deposit
• Insurance
• Private Security Policy
• Alcohol Policy
• Clean Up Policy
• Fees Paid (if less than 30 days from event date)
• ABC Permit (if selling alcohol)

STEPS TO RESERVE A FACILITY

DAY OF BOOKING:

• Completed Facility Application and Facility Use Policies
• Alcohol Policy (if serving alcohol)
• Private Security Policy
• Pay Facility Deposit (if required) and/or rental Fees in Full

DUE 30 DAYS PRIOR TO EVENT:

• Pay rental Fees in Full
• Turn in Insurance
• Turn in copy of Security Contract
• Turn in ABC Permit (if applicable)
• Send in Special Event Permit (if applicable)

Private security is required for all events. Security services may be obtained from any security agency licensed, bonded, and insured by the State of California. The City does not endorse any particular vendor, however a list of companies is
available in the facility rental booklet. Private Security may not apply to some programming. The Parks and Recreation supervisor has the discretion to determine security requirements based on a variety of factors, such as event size, history of event, event type, and/or hours.

Security’s responsibilities include providing a safe environment for all individuals, to assist with the enforcement of the City of Petaluma’s facility use policies and procedures and ensure the responsible use of alcohol.

1. Private Security Companies are not permitted to carry firearms on City property while hired to provide security services for private or public events.
2. All security guards are to be licensed, bonded, and insured by the State of California. Upon arrival, each guard must provide a valid driver’s license and guard card to the Building Attendants on duty.
3. All guards must be identifiable by a guard uniform.
4. A supervising guard must be present at each contracted event.
5. Security must be on site thirty (30) minutes prior to the arrival of guests and remain on site thirty (30) minutes following guest departure.
6. Security guards are required to monitor the number of attendees in accordance with the executed contract, and not to exceed room capacity. If necessary, this may include limiting and controlling the number of attendees entering an event.
7. If an incident or accident occurs, the security company will furnish the City of Petaluma with witness reports and statements within two business days upon request from City.
8. Alcohol will not be permitted unless an executed security contract has been approved.
9. The number of security guards required for an event is determined by the size and nature of the event. Please see below.

Petaluma Fairgrounds, with alcohol

Petaluma Fairgrounds, without alcohol

All costs associated with security are the responsibility of the renter. All contracts are required, in writing, at least thirty (30) days prior to the event. Signed security contracts for paid services may be submitted by scanning and emailing the documents to: [email protected].

Please refer to pages 11-18 of the Fairgrounds Rental Packet for a comprehensive list of all rental rules and regulations.

Alcoholic beverages may only be served at City Parks and Recreation facilities upon City approval in accordance with this policy. Alcohol is strictly prohibited at events with 50% or more of participants under the age of 21. Approval to sell alcohol at City facilities must be obtained from the Director of Parks and Recreation or authorized representative and the Petaluma Police Chief or authorized representative. A copy of the ABC License must be on file with the City of Petaluma within thirty (30) days prior to scheduled event.

THE USE OF ALCOHOL AT CITY PARKS AND RECREATION FACILITIES IS SUBJECT TO THE FOLLOWING:

• Serving or selling alcoholic beverages to any person under age 21 is illegal. In addition to any sanctions under this policy, providing alcohol to minors is subject to criminal enforcement. Possession of alcohol by minors will result in the event being canceled.
• Upon such cancellation or closure, all fees and deposits paid for the event will be forfeited and may be retained by the City.
• The use of alcohol is restricted to no more than five hours per event.
• All alcoholic beverage services must terminate one hour before the scheduled end of the event unless the event.
• Beverage servers/sellers must refuse service/sale to anyone who appears to be intoxicated or without valid identification. A
  security guard must be present wherever alcoholic beverages are sold or served. The license holder/person(s) serving alcohol to minors during events held on City property are solely responsible for any criminal or civil penalties imposed.
• Proof of age is required for anyone who appears 30 years of age or younger. Acceptable forms of identification are Military I.D., Passport, or Driver’s License and must include date of birth, physical description, and photograph. Servers must confirm that the I.D. is that of the presenter.
• All beverages must be served in plastic cups. Alcoholic and non-alcoholic beverages must be served in distinctly different
  containers.
• Alcohol limitations:
  • Beer- one keg per 100 adults is permitted. (200 adults= 2 kegs, 300 adults = 3 kegs).
  • Wine- 14 bottles per 100 adults are permitted. (200 adults = 28 bottles, 300 adults = 42 bottles).
  • OR any combination of the above per 100 adults.
• Alcoholic beverage sales/services are not to exceed 2 standard drinks per person per visit to the point of service. For purposes of this policy, a standard drink is a 12-ounce beer, or a 4-ounce glass of wine. Serving practices will reflect this equivalency.
• Non-alcoholic beers and wines may not be sold or served to minors.
• No alcoholic beverages may be brought into or taken out of the event by guests or participants.
• Non-alcoholic beverages (sodas, juices, waters, etc.) will be promoted and made available for the duration of any event where alcoholic beverages are sold or served.

FACILITY

• All alcohol must be presented to and inventoried by City staff and private security prior to the event. Once alcohol is inventoried no further alcohol will be permitted at the facility.
• No alcohol may be served or sold prior to the arrival of security.
• No alcohol may be allowed outside the area where alcohol is permitted as designated in the contract between the City of
  Petaluma and permittee, including outside the building.
• Alcohol is prohibited in the parking lot.

STAFFING/SERVERS

• All events with 100 or more guests distributing alcohol, must either utilize the services of a caterer who is licensed and insured to serve alcohol at their client’s event or at least one person trained in Responsible Beverage Service (RBS) must be present for the duration of the event to assist servers and monitor the event. Depending on the type and size of event, all servers may be required to participate in RBS training. The RBS trained personnel will assume responsibility for insuring that alcohol related policies are enforced. The name(s) of the designated (RBS) person(s) will be submitted to facility management before the event. You can find an online training course at https://abcbiz.abc.ca.gov/.
• Volunteers are not allowed to drink alcohol while working at the event.

TRANSPORTATION

• At least one person present for the duration of the event will be designated to assist with arrangements for alternative
  transportation for alcohol impaired individuals, if requested by City staff or event participants. The name of this person will be submitted to City facility management before the event.

ENFORCEMENT

• City facility management reserves the right to close any event that violates this policy or that poses a health or safety risk.
• A uniformed security guard must be present at all times during alcohol service and monitor all sales and distribution of alcoholic beverages.
• Alcoholic beverage servers must be identified as such through the use of badges, buttons, pins, vests, etc.
• Conditions of sale, including the ABC Permit if required, must be posted in a conspicuous place visible to the public and available upon request by any peace officer.