a. For the purposes of this Order, a Highly Regulated Vehicle-Based Gathering is a gathering where during the entirety of the gathering every participant, excluding the Host, Personnel, and security, except as expressly provided herein, remains in a fully enclosed motorized vehicle parked at least six feet apart from other vehicles and where all occupants of each enclosed vehicle are members of a single household. For clarity, an enclosed vehicle does not include a motorcycle, a convertible with the top open, a vehicle with no doors, or bicycle.
b. Vehicle-Based Gatherings must adhere to the following requirements:
i. Host, Personnel, Gathering Plan. The gathering must have a designated organizational host who is responsible for ensuring compliance with this Order and the Shelter in Place Order during the gathering (“Host”). Only those personnel of the organization necessary to facilitate the gathering and to ensure compliance with this Order can be present (“Personnel”). In addition, the Host must:
- For gatherings of more than 10 vehicles, request security staffing provided by the local law enforcement agency with primary jurisdiction for the location of the event (the “Agency”) and pay reasonable costs as established by the Agency. If the Agency declines to provide such security, the Host is responsible for acquiring private security sufficient to ensure compliance with the Order and address any traffic and safety issues at its own cost. The amount of security necessary shall be determined by the entity providing security but should be no more than that deemed necessary to maintain safety and ensure compliance with the Order. For clarity, if the Host already employs security, it may use its existing security officers.
- Develop and provide the local law enforcement, upon request, with a Highly Regulated Vehicle Based Gathering Plan (“Gathering Plan”), as described in Section 8(c). The Gathering Plan must be substantially in the form attached to this Order as Appendix A. Ensure participants and Personnel adhere to the Face Covering Order and the Social Distancing Requirements as described in the Shelter in Place Order at all times.
ii. Occupants of Vehicles. The occupants of a vehicle must be members of the same household and shall not change vehicles during the gathering. Further, no more than the legal occupancy in the vehicle is allowed. Personnel and security are not considered occupants of a vehicle and may remain outside.
iii. Location. The gathering must take place in an outside location large enough to accommodate the distancing requirements of this Order and the Shelter in Place Order, e.g. a parking lot or similar space. Further, line spacing between vehicles must be sufficient to allow for emergency entry and exit. . The location must be such that it can ensure exclusion of those not invited, but this requirement can be achieved by security. If the location is not the property of the Host, the Host must provide the property owner of the location with the Gathering Plan and obtain written permission or agreement to utilize a location that specifically acknowledges receipt of the Gathering Plan.
iv. Invite Only. The gathering must proceed by invitation only, with the limit tied to the capacity size of the location.
v. Limits. Each gathering is limited to no more than 200 vehicles and can be no longer than 3 hours.
vi. Windows. If any of the windows on a vehicle is open, the occupants of the vehicle must wear a face covering in conformance with the Face Covering Order.
vii. Remain in Vehicle Exceptions. Except as provided to use the bathroom in Section 8(b)(x) or for an emergency, occupants of a vehicle may only exit the vehicle if and when the Host has specifically given express permission for a brief period of time. Such permission must be limited to one vehicle at a time. For clarity, occupants cannot use their time outside of the vehicle to interact with occupants of other vehicles.
viii. Local Law. The gathering must comply with general requirements of the jurisdiction where it occurs, including any permit program established by a jurisdiction. Jurisdictions that require a permitting process must be provided a copy of the Gathering Plan as described in Section 8(c).
ix. Prohibition on Providing, Selling, or Exchanging. No sales or exchanges of any items or food is permitted during the gathering. As a limited exception, the Host may provide a significant item to one participant at a time, e.g. a diploma or other paper, while adhering to Social Distancing Requirements described in the Shelter in Place Order and the Face Covering Order. Any items or food and related refuse brought by occupants of a vehicle must remain in the vehicle.
x. Bathrooms. If the Host of the gathering makes bathrooms available during the event, bathrooms must be disinfected by the Host or Personnel between uses. A Host, with the optional assistance of Personnel, must establish a line system that adheres to Social Distancing Requirements as described in the Shelter in Place Order and which is actively supervised by the Host or Personnel. No more than 10 people are allowed to wait in line at the same time. The Host must also make hand sanitizer or a hand washing station available to the users of the bathrooms.
c. The Gathering Plan. The Gathering Plan must be provided, upon request, to local law enforcement at least one week before the event regardless of whether it has agreed to provide security. The Gathering Plan must also be provided in advance to each invitee and to the local jurisdiction if such jurisdiction has a permitting process. The Gathering Plan must also be posted prominently at the gathering location and must include the following, as applicable:
i. Host contact information, including cell phone number and e-mail address;
ii. The total number of Personnel that will be providing services during the gathering;
iii. How it will limit the number of vehicles that can enter the designated location for the event;
iv. How the arrangement of vehicles will allow for six-foot distance from one another and at all times;
v. How the arrangement of vehicles will allow for line spacing between vehicles sufficient for emergency exist;
vi. How the Host, Personnel, and security will monitor the gathering so that only the occupants of one vehicle are allowed to exit their vehicle at a time during the gathering (except for bathroom use and emergency); vii. If applicable, how the Host or Personnel will monitor the line at the bathrooms to ensure Social Distancing Requirements are being met and no more than 10 people are waiting in line; viii. If applicable, how the Host or Personnel will ensure the bathrooms will be disinfected between uses; and ix. If providing private security, the name of the security company and how security will ensure compliance with this Order. For clarity, if the Host already employs security, it may use its existing security officers and identify those employees.
d. Essential Activity. Attending a Highly Regulated Vehicle-Based Gathering will be considered an Essential Activity as defined by the Shelter in Place Order.
e. Essential Travel. Traveling for the purpose of attending and returning from a Highly Regulated Vehicle-Based Gathering will be considered Essential Travel as defined by the Shelter in Place Order.
~ Dr. Scott Morrow, San Mateo County Health officer.
Read the Whole OrderCar Based Gathering
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