NOTE: Application form and guidelines have been revised as of November 2025! 

1. Review the full Program Guidelines for the Special Event Sponsorship Program (SESP), which includes instructions for the Letter of Intent Submission (LOI), full application submission and checklist of documents and actions required.
2. Submit the Letter of Intent (LOI) online form by Wednesday, January 14, 2026, 12:00 p.m. PT.
3. Once applicants receive a LOI approval notification, complete the Special Event Sponsorship Program (SESP) application, and prepare all relevant documents. If completing the form electronically, please ensure to download and edit/save the form using Adobe Acrobat. Certain browsers may open the form but not allow you to save.
4. Complete the Special Event Permit Application for High Impact Events and prepare all relevant documents. If completing the form electronically, please ensure to download and edit/save the form using Adobe Acrobat. Certain browsers may open the form but not allow you to save.
5. Submit all application documents together, in-person, before the deadline of Wednesday, March 25, 2026, 12:00 p.m.  NOTE: you must make an appointment to submit your application.

Application Submission

A copy of all application materials and documents, including a check to process your special event permit fee, must be submitted together in one packet to the Development Services Center in person and by appointment only.

Applicants MUST make an appointment with:

Juliette Setudeh-Nejad, Planner, Community Development 
Phone: (510) 494-4540, Email
City of Fremont Development Services Center
39550 Liberty Street, Fremont, CA 94538

Check Payment should be made payable to: City of Fremont

You MUST make an in-person appointment to submit your application, and the appointment must take place prior to the application deadline. 

At the appointment, you must have already completed your application and provide all necessary documents and payment.  If your application is not complete, you will be asked to return at a later time. 

Note about Application Deadline

Applicants are strongly encouraged to submit their applications early to give themselves ample time to resolve any unexpected issues. Incomplete applications will be not accepted. 

DO NOT WAIT until the application deadline to call with questions or to make an appointment. Staff will be in session with previously-made appointments and will not be able to respond to same day requests or inquires.  

There is no cost to apply to SESP, however, application and payment for the Special Event Permit is due at the time of SESP application submission.  For most events that qualify, if your event requires a stage or tent permit, additional documents and fees apply.  Stage and tent permit and inspection fees cannot be waived, and all related fees must be paid for by the applicant prior to issuance of the permit. 

Applications submitted for SESP become the property of the City of Fremont and shall be regarded as public records, with the exception of those elements in the application which are defined by the applicant as business or trade secrets and designated as Confidential, Trade Secret, or Proprietary. These elements are not required and not encouraged to be included in the application. The City shall not in any way be liable or responsible for the disclosure of any such application or portions thereof, if they are not designed as Confidential, Trade Secret, or Proprietary or if the disclosure is required under the Public Records Act. If an organization wishes to designate elements of the application as confidential, business or trade secret, they must submit a letter at the time of application identifying the specific sections of their application that should be defined as such. Although the California Public Records Act recognizes that certain information may be protected from disclosure, the City may not be in a position to establish that the information that an applicant submits is protected. If a request is made for information marked Confidential, Trade Secret, or Proprietary, the City will provide the applicant who submitted the information with reasonable notice to allow the applicant to seek protection from disclosure by a court of competent jurisdiction.

I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief. I understand that this application is made subject to the rules and regulations established by the City Council and/or the City Manager or the City Manager's designee. Applicant agrees to comply with all reporting and sponsor acknowledgement requirements if the event is awarded a grant under the Special Event Sponsorship Program. I agree to provide exhibition space and setup of canopies, tables, and/or chairs as needed and as requested by City departments. I agree to provide financial statements and documents, including all contracts, invoices, receipts, proof of payment, etc. for the event upon request. I agree to abide by all requirements and further certify that I, on behalf of the Event Organization, am also authorized to commit that organization, and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the City of Fremont. I agree to comply with City-issued conditions pertaining to the issuance of a special event permit or acceptance of a sponsorship award.  I further agree to pay back any or all of the awarded grant to the City of Fremont within 30 days of notification if the event is canceled or modified significantly from the original proposed activities, or the event violates any City-issued supplemental conditions or request pertaining to the execution of the event, as determined by the SESP Decision Committee, City Council, and/or the City Manager or the City Manager’s designee.

All grantees are required to submit all event-related expenses, including copies of invoices and receipts, and a final report within 90 days of event execution, or within 30 days after receipt of the City's final billing information, whichever is later. A template for the Final Report will be provided by the City.  All sponsorships will be provided at the time of city service billing (as a write-off for City service cost) and/or considered as a deposit payment. Failure to submit the final report and/or related event expenses and receipts will forfeit the City sponsorship - the event organizer will be billed for all city service costs and may be ineligible for future sponsorship awards. 

Fremont Police Department manages the administrative process of the SESP, as the department also manages the permitting process for high-impact special events in the City. The special event sponsorship application and the special event permit application will be processed together in Spring of each year for events taking place in the upcoming fiscal year.  SESP applications will be reviewed by a sub-committee including City of Fremont staff from various departments.

If a City sponsorship is initially approved by Council but the event cannot be permitted due to public safety and public health restrictions, the City’s sponsorship will be forfeited. Due to the complexity of event planning and resource allocation, the City will not be able to accept major changes to an event after the LOI and/or permit application has been submitted. Major changes include but not limited to: event date, location, duration, site plan/blueprint, road closures, traffic plan, stages and tents, capacity, security, and fire inspection needs. The City strongly encourages event organizers to review the current State guidelines and plan for an event that is allowable within the already published guidelines.