Fillable City of Annapolis Special Events Film Application and (City of Annapolis)

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City of Annapolis Special Events Film Application and (City of Annapolis)

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Page 1 of 6
Revised 6/17/2017
Special Events Film Application and Agreement
(For a commercial film or photographic event.)
Fee Schedule
This Special Events Application and Agreement (collectively, “Application”) shall be submitted by the applicant
(“Applicant”) to the City of Annapolis (“City”) Special Events Coordinator for any commercial film or photographic event,
and any related activities, proposed to be held in the City (“Special Event”), to determine whether the Special Event is in
compliance with all applicable laws and regulations and is not detrimental to the public health, safety and welfare of the
City, and to issue a Special Events Film Permit if the Special Event is approved by the City. If the Special Event is
determined to be a “Major Special Event” or a “Major City Dock Event”, as defined by Chapter 14.18
of the City Code, as
may be amended, the Applicant shall comply with those additional requirements as specified by Chapter 14.18
of the City
Code, as may be amended, before the issuance of a Special Events Film Permit.
1. DISCUSSION. A pre-Application discussion with the Special Events Coordinator is required.
2. DEADLINES. This Application, with all required supporting documentation, shall be submitted to the Special Events
Coordinator as follows: (If more than one category below applies, the Application shall be submitted by the earliest of
all the applicable possibilities.)
For a Special Event involving temporary structures or requiring road closure and/or traffic control, at least seven
(7) calendar days required, and the Special Event shall be subject to the availability of City police personnel and
permitting review and/or approval;
For a Special Event involving sales or service of alcohol, at least sixty (60) calendar days
prior to the Special
Event, and additional approvals and/or permits may be required;
For a Special Event requiring U.S. Coast Guard involvement (ex: fireworks or explosives over water), at least one
hundred twenty (120) calendar days prior to the Special Event; or
For a Special Event in which none of the conditions specified in this Paragraph 2 apply, at least four (4) working
days
required.
3. INSURANCE/DAMAGES. Unless waived in writing pursuant to Section 14.18.150
of the City Code, as may be
amended, this Application shall not be approved and the Special Event shall not be conducted unless and until the
Applicant produces written proof of a current insurance policy or rider establishing that the Applicant is currently
insured, in the amounts specified in this Paragraph 3 or such other amounts as specified by the City in writing and in a
form acceptable to the City, against liability for injuries and damages to persons and property arising from the acts or
omissions of the Applicant, and its agents, employees, volunteers, and contractors, that occur in the planning and/or
operation of the Special Event. The City and its elected officials, department directors, and other employees and
agents shall be named as additional insureds under the policy or rider. This policy or rider shall be submitted to the
City’s Special Events Coordinator no later than four (4) calendar days
prior to the Special Event. The Applicant shall
provide insurance coverage that shall be maintained in full force and effect throughout the duration of the Special
Event, as follows: Commercial General Liability Insurance Policy, including contractual liability, written on an
occurrence basis, in adequate quantity to protect against legal liability arising out of the Special Event, but no less
than $1,000,000.00 per person and $2,000,000.00 per occurrence in the aggregate, using a Combined Single Limit
for bodily injury and property damage; Automobile Liability for the use of all vehicles owned and non-owned, operated
or hired or rented by the Applicant for the Special Event with a minimum limit of $1,000,000.00 per person and
City of Annapolis
Office of the Mayor
Special Projects Coordinator
160 Duke of Gloucester Street
Annapolis, MD 21401-2517
FOR CITY USE ONLY
FORM #
EVENT DATE
SUBMITTED
STATUS
SpecialEvents@annapolis.gov • 410-263-7996 • Fax 410-216-9284 • TDD use MD Relay or 711 • www.annapolis.gov
Page 2 of 6
Revised 6/17/2017
$2,000,000.00 per occurrence in the aggregate, using a Combined Single Limit for bodily injury and property damage;
and Workers Compensation insurance as required by Maryland law, with limits of at least $100,000.00 per accident
and $500,000.00 per occupational disease for each employee of the Applicant. Failure to maintain insurance
pursuant to this Paragraph, or any absence of insurance as permitted by Section 14.18.150
of the City Code,
as may be amended, shall not release or relieve the Applicant and/or any participant from responsibility for
injuries or damages to persons or property that arise from the use of, access to, and/or lease of City property
pursuant to the approval of this Application and the planning and operation of the Special Event. If the Special
Event shall result in damages to, or loss of, City property, in addition to any insurance and/or indemnification, the
Applicant shall be responsible for the full cost of repair and/or replacement of that City property within thirty (30)
calendar days of invoicing.
4. INDEMNIFICATION. Irregardless of any insurance which may be provided pursuant to this Application, and pursuant
to Section 14.18.130
of the City Code, as may be amended, the Applicant, for itself and its agents, employees,
volunteers, and contractors, shall indemnify, defend and hold harmless the City and its elected officials, department
directors, and other employees and agents from all liability for any and all injuries or damages to persons or property
that arise from the use of, access to, and/or lease of City property pursuant to the approval of this Application and the
planning and operation of the Special Event, and for any attorneys’ fees and all other costs incurred in addressing and
defending any and all claims, demands, complaints, and lawsuits that seek to impose liability on the City or its elected
officials, department directors, and/or other employees and agents in connection therewith.
5. DELINQUENT OBLIGATIONS. This Application shall not be approved and the Special Event shall not be conducted if
the Applicant is delinquent on any City obligation, tax, payment, or other liability.
6. APPLICATION FEE. A $100.00 non-refundable Application fee shall
accompany each Application. The City shall not
review any Application until that Application fee is paid. Payment may be made by cash or by check payable to the
City of Annapolis and submitted in person or mailed to the City of Annapolis, Attn: Special Events Coordinator, 160
Duke of Gloucester Street, Annapolis, MD 21401, or by credit card by calling 410-263-7996.
7. LOCATION FEE, OTHER FEES & TAXES. The Application fee does not include a location fee (the “Location Fee”),
which may be assessed pursuant to Section 14.18.100
of the City Code, as may be amended, to capture the City’s
costs of constructing, maintaining, or upgrading infrastructure for the conduct of the Special Event. The Location Fee
shall be paid before the issuance of any Special Events Film Permit. The Application fee also does not include any
additional permit fees or taxes, including, but not limited to, an admissions and amusement charge, that are required
by the City and/or another governmental entity for the Special Event. The Applicant shall pay any and all such
additional permit fees and applicable taxes, including, but not limited to, an admissions and amusement charge,
directly to the appropriate governmental agency within the time period specified by that agency.
8. SERVICE FEE. The Application fee does not include any additional fees for any City services provided to the
Applicant or for the Special Event, and the Applicant shall pay any and all such additional fees for such services (the
“Service Fee”), as required by Section 6.04.210
(C) of the City Code, as may be amended. For a first time Special
Event, the Applicant shall pay seventy-five percent (75%) of the City-estimated Service Fee no later than fifteen (15)
calendar days after invoicing by the City, unless directed otherwise by the City, and the City shall invoice the Applicant
for the remainder of the Service Fee at the conclusion of the Special Event. For a non-first time Special Event, the
Applicant shall pay an amount equal to one hundred percent (100%) of the Service Fee incurred for the previous
special event no later than fifteen (15) calendar days
after invoicing by the City, unless directed otherwise by the City,
and the City shall invoice or reimburse the Applicant for the remainder of the Service Fee for the current Special
Event, as applicable. Annapolis community associations, neighborhood watch groups, or other neighborhood
associations and community groups which promote neighborhood pride, as determined by the City, shall not by
charged a Service Fee for the first $300.00 of City services that the City may provide for the Special Event.
9. LATE FEE. A 1.5% interest rate shall be applied by the City to any late payments required pursuant to this
Application, and the Applicant’s continued failure to pay the required payments, including any applicable interest, may
result in suspension or revocation of any permit approval or lease for the Special Event, approval of this Application,
and/or the Special Event at any time before or during the Special Event.
Page 3 of 6
Revised 6/17/2017
10. EXEMPTIONS FROM FEES. The Applicant may request, in accordance with any directions from the Special Events
Coordinator, to be exempt from some and/or all of the fees specified in this Application. The City Council shall review
the request, and approve or deny it in accordance with Section 14.18.110
of the City Code, as may be amended.
11. SUBMISSION PROCESS. This Application shall be completed electronically and e-mailed to the Special Events
Coordinator at SpecialEvents@annapolis.gov
. The Special Events Coordinator shall review, and exempt, approve,
approve with conditions, and/or deny this Application in accordance with Chapter 14.18
of the City Code, as may be
amended. Any Applicant aggrieved by a denial may appeal the decision in accordance with Section 14.18.090
of the
City Code, as may be amended.
12. NOTIFICATION OF SPECIAL EVENT. The Applicant shall be responsible for providing notification of the Special
Event in accordance with Section 14.18.120
of the City Code, as may be amended.
13. SPECIAL EVENT INFORMATION. Fill in the following information for the Special Event:
Special Event Title
Non-public Commercial cinema Television
Domestic audience Student film Web-based production
International audience
Special Event Date(s)
Rain Date(s)
Start Time
End Time
Set-up Time
Breakdown
Special Event Location/Address
(If Special Event includes more than one location, Applicant shall attach a map or other drawing reflecting all locations
and routes.)
Describe Special Event activities and participants, including VIPs:
Describe special site requirements for the Special Event:
Is Special Event in the Historic District? Yes No Special Event will be in Ward #
Contact Name
Phone Number
Publicity Contact Name
Phone Number
E-mail
Phone during Special Event
Applicant’s Legal Name
If an entity, Applicant is organized in the State of:
If an entity, is Applicant in good standing in the State of Maryland? Yes No
Address
Approximate Special Event Staffing:
Describe special personnel requirements for the Special Event:
14. ECONOMIC INPACT.
Special Event Budget
Estimated On-Site Expenditures
Page 4 of 6
Revised 6/17/2017
SPECIAL EVENT DETAILS. In response to Paragraphs 15 through 28, set forth all required plans for each question
answered “yes”. For all items with a * symbol, include plans, diagrams and/or maps with Application. For all items with a †
symbol, please note that the Applicant shall be charged and shall be required to pay the full Service Fees for any services
provided by the City of Annapolis, as required by Section 6.04.210
(C) of the City Code, as may be amended. For items
with a ^ symbol, the Applicant may be required to submit an additional application(s) to the Clerk of the Alcoholic
Beverages Control Board for approval of sales, service and/or consumption of alcoholic beverages.
15. Are you selling
:
Dry Goods/Merchandise Yes No
Food Yes No
Non-Alcoholic Beverages Yes No
Alcoholic Beverages^ Yes No
16. Are you serving or consuming
:
Food Yes No
Non-Alcoholic Beverages Yes No
Alcoholic Beverages^ Yes No
Will Special Event have or use a set caterer? Yes No
17. Will Special Event require docking or mooring? † Yes No
18. Will Special Event require electricity? † Yes No
19. Will Special Event have amplified music? Yes No
Type, duration:
20. Will Special Event require water service? † Yes No
21. Will Special Event require a temporary structure? *† Yes No
22. Will Special Event involve cooking? Yes No
23. Will Special Event have fireworks, explosives or weapons? Yes No
24. Will Special Event require street or sidewalk closure? *† Yes No
25. Will Special Event affect access or parking for regular religious services? Yes No
26. Will Special Event need ancillary bus/shuttle service? *† Yes No
27. Set forth and attach a plan to notify area residents. *
28. Provide detailed plans for the following:
Parking and Transportation, including the need for any City-designation of “Resident Parking Only” spaces/blocks
as determined in the Special Events Coordinator’s discretion. *†
Security/Special Event management. *†
Toilet facilities. *
Trash and Recycling collection and disposal, including all necessary signs, and provision for an equal number of
trash and recycling receptacles, placed together, available throughout the entire Special Event, and the collection
and removal of the same recyclable materials collected by City curbside recycling. *†
30. CITY COUNCIL. This Application may be subject to review and approval by the City Council.
31. PERMITS/LEASES. Any Special Events Film Permit or lease approved pursuant to this Application for the Special
Event, and any additional permits or licenses required for the Special Event by the City and any other governmental
entity, shall be posted on site at all times during the Special Event at a location which is clearly visible to the general
public. Failure to do so may, in the sole discretion of the City, result in suspension or revocation of any permit
approval or lease for the Special Event, approval of this Application, and/or the Special Event at any time before or
Page 5 of 6
Revised 6/17/2017
during the Special Event. The issuance of any Special Events Film Permit or lease approved pursuant to this
Application for the Special Event shall not relieve the Applicant from the obligation to obtain any other applicable
necessary permits or licenses, as may be required for the Special Event by the City and any other governmental
entity.
32. DOCUMENTARY PROOF. The City reserves the right to require the Applicant to produce documentary proof of any
matter relating to this Application and/or the Special Event at any time and in any form, and the Applicant shall submit
such requested documentary proof within five (5) calendar days
of such request.
33. SUSPENSION/REVOCATION. The City may suspend or revoke approval of this Application and/or suspend or cancel
the Special Event in accordance with Section 14.18.080 of the City Code, as may be amended. Upon notice of
suspension or revocation by the City, pursuant to this Paragraph 33, whether verbally or in writing, the Applicant shall
immediately cease and desist from all work, activities, actions or proceedings related to this Application or the Special
Event, or shall not commence if the Special Event is not already commenced. The City shall have the right, in addition
to any other available rights or remedies, to proceed at any time or from time to time to protect and enforce all rights
and remedies available to the City, by suit or any other appropriate proceedings, whether for specific performance of
any covenant, term or condition set forth in this Application, or for damages or other relief, or proceed to take any
action authorized or permitted under applicable law or regulations. Any Applicant aggrieved by a suspension or
revocation may appeal the decision in accordance with Section 14.18.090
of the City Code, as may be amended. Any
violation of Chapter 14.18
of the City Code, as may be amended, shall be subject to fines as established by resolution
of the City Council.
34. ACKNOWLEDGMENT, REPRESENTATIONS, WARRANTIES. The Applicant acknowledges that the Applicant has
read, understands and unconditionally accepts all terms and conditions stated in this Application. If the Applicant is an
entity, the Applicant certifies that (a) it is currently licensed or registered to do business in the State of Maryland, (b)
that it is in good standing with the State of Maryland, (c) that the individual signing below is legally authorized by the
Applicant to sign this Application on its behalf and to legally bind it thereby, (d) that such signature represents the
Applicant’s acceptance of the terms and conditions of a Special Events Film Permit which the City issues pursuant to
this Application, and (e) that the Applicant guarantees all liabilities and obligations imposed on it pursuant to the
approval of this Application and the City’s issuance of a Special Events Film Permit and a lease to City property, as
applicable. If the Applicant is an individual
, he/she certifies that his/her signature represents his/her acceptance of the
terms and conditions of a Special Events Film Permit which the City issues pursuant to this Application, and that
he/she individually guarantees all liabilities and obligations imposed on him/her pursuant to the approval of this
Application and the City’s issuance of a Special Events Film Permit and a lease to City property, as applicable.
35. LEGALLY BINDING. This Application is a legally binding and enforceable agreement.
36. GOVERNING LAW. This Application and its interpretation shall be governed by Maryland law. The venue for all
actions pursuant to this Application shall be the Courts of Anne Arundel County, Maryland.
Page 6 of 6
Revised 6/17/2017
37. APPLICANT SIGNTAURES.
Signature of Applicant, Individual Date
Name
Signature of Applicant’s Legally Authorized Representative, Entity Date
By Name
Title
FOR CITY USE ONLY
Please initial, date and return to Special Projects Coordinator.
City Clerk
PIO
DNEP
Public Works
Finance
Recreation & Parks
Fire
Transportation
Harbormaster
Other City/Council
OEM
DGS/Parking
Office of Law
Health Department
Police
Special Event Application is hereby:
Referred to Office of Law for legislation for City Council Approved Disapproved
Approved with the following modifications:
Signature of Special Events Coordinator on behalf of the Mayor’s Office Date
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City of Annapolis Special Events Film Application and (City of Annapolis)

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Completed 12 January 2021

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