Fillable Special-Events-Application-v12-2019 APPLICATION FOR SPECIAL EVENTS PERMIT

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Special-Events-Application-v12-2019 APPLICATION FOR SPECIAL EVENTS PERMIT

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SPECIAL EVENT
PERMIT
APPLICATION
APP
LICATION PROCESS
GENERAL EVENTS - COMMERCIAL AND/OR NON-PROFIT
All Special Events held on regulated property within the City of Clermont require a Special Events Permit in accordance to
Ordinance No. 2015-74. The application process begins when you submit a completed Application for Special Events Permit, all
required forms and maps and non-refundable application fee with deposit to the Parks and Recreation Department if the Special
Event takes place on City property. If Special Event takes place on private property, the application process begins in the
Development Services- Fire Prevention Division located at Fire Station 1. Upon receipt of your application, copies are reviewed
by affected city departments to assess site availability, quality and goal of the event, compliance with city ordinances, permits
required, and an estimated cost of all city fees that will be incurred.
• The City cannot accept incomplete Special Event Permit Applications. Only current applications forms will be accepted.
• Special Event Permit Applications may be submitted a maximum of 12-months in advance and a minimum of 60-calendar
days in advance.
• Submitting a Special Event Permit Application does not guarantee the space requested is available.
• Applicant is not permitted to advertise for the event until a special event permit has been approved.
• The Applicant shall pay all estimated fees 30-days prior to the event.
NON-PROFIT REQUIREMENTS
Those events requesting non-profit status must:
• Show proof of a valid 501(c) 3, 501(c)6 or government agency certification.
• Provide a copy of sales tax exemption certificate to be exempt from payment of sales tax. Payment must come from tax
exempt entity.
CITY STAFFING REQUIREMENTS
Your event may require minimum city staffing from a variety of departments at certain hourly rates. Your City Representative will
assist you in estimating these needs based on the specifics of your event. Required staffing may include:
• Police
• Fire/EMT
• Public Works
• Parks and Recreation
SPECIAL EVENT REQUIREMENTS IF HELD ON CITY PROPERTY
Deposits
Damage Deposits shall be required based on the fee schedule of each individual facility. Following each event, City staff will
determine if the deposit is returned and/or if additional charges are incurred.
P
ayments
All payments must be made, in person, by check, money order, cash or credit card (subject to processing fee).
I
nsurance
A certificate of liability insurance naming the City of Clermont as additional insured is required of all events taking place on City
property.
• Comprehensive General Liability Coverage with limits of liability of one million dollars ($1,000,000) combined single limit
showing the City of Clermont as additional insured for that date/event/address.
• If you are selling or consuming alcoholic beverages at the event, you must have a liquor license and your liability insuranc
e
m
ust include liquor liability of two million dollars ($2,000,000) combined single limit showing the City of Clermont as additional
insured for that date/event/address.
• If you will be having a fireworks display or mechanical rides, you will need more than one million dollars ($1,000,000) liability
coverage. It may be in the range of two million to four million dollars ($2,000,000 - $4,000,000) depending on the risk as
determined by the City of Clermont Legal Department.
Page 1 of 12
V12.10.2019
V
endors
• A separate certificate of liability insurance for one million dollars ($1,000,000) is required of all carnival, amusement, an
d
bounce house companies.
• Applicant must provide proof of insurance from all parties including vendors to the City no later than 14 days prior to your event.
All liability requirements are set by the City of Clermont Legal Department and subject to change.
• Vendor tents must be anchored with weights (20lbs. per tent leg). If high winds occur, vendors must take necessary precautions
with their tents
.
• O
nly staff recommended removable chalk paint will be allowed to mark vendor locations on the ground. If used on anythin
g
other than grass, all markings must be cleaned at the conclusion of the event.
• Vendors may drive on to the grass area to load in/out. However, vehicles must be removed from grass area for the duratio
n
o
f the event. Vehicles may not use the grass area for parking during event.
• Applicant may be required to submit a list of participating vendors.
S
outh Lake Trail
It is prohibited to drive on the trail or block the trail at any time. Please make sure all vendors and participants are made aware
of this especially when loading in and out.
FOOD SERVICE REQUIREMENTS
• A separate certificate of liability insurance for one million dollars ($1,000,000) is required of all food vendors.
• No glass containers are allowed.
• Health and Safety: Vendors selling any food items are required to be in compliance with the established Florida Department
of Business and Professional Regulation guidelines for Temporary Food Service Events. Inspectors from the State of Florida
m
ay be in attendance at any city event. Food vendors are required to meet the minimum standards of the State and be
prepared to purchase a temporary food service license from the inspector. For more information, please visit
http://www.myfloridalicense.com/dbpr/hr/faqs/hr-faq-temporaryevents.html.
• Cooking Outdoors: Proper preventative measures shall be taken to prevent grease from dropping on to the ground, streets,
sidewalks, landscaping, etc. Food and liquid shall be disposed of properly and not left on streets, sidewalks, landscaping, etc
.
P
roper arrangements, approved by the City, shall be made for the disposal of grease.
• Fire Safety: All food vendors shall have a portable fire extinguisher readily accessible (minimum 5 lb. 2A10BC).
ALCOHOLIC BEVERAGE SERVICE REQUIREMENTS IF HELD ON CITY PROPERTY
In order to serve alcoholic beverages, the following is required:
• Valid liquor license
• Valid liquor liability insurance
• Customer identification method for alcohol distribution
• City of Clermont alcohol applicati
on
• For Special Events on City property all requests must be approved by the City Manager and/or City Council and shall require
a
dditional processing time.
• Alcohol must be stopped from serving half hour before the event end time.
SECURITY REQUIREMENTS
• For the safety of participants and volunteers, Police may be necessary for your event. A police officer shall be required at
each location where alcoholic beverages are being served and at any location deemed necessary by the City to maintai
n
o
rder and protect persons and property.
• Any and all security requirements will be assessed by the City of Clermont Police Department based on the scope of the
e
vent. Private Security firms may be used if approved by the City of Clermont Police Department. The cost for providing off-
duty police services is charged at a four (4) hour minimum shift per officer.
• The City will review Maintenance of Traffic plan, barricade installation and removal. There is a limited number of barricades
a
nd the size of your event may determine the need to rent additional barricades from a private, certified barricade company
with a valid license to do business in Lake County. All barricaded areas and proposed traffic plans must be clearly marked
on
y
our site plan and be approved by the City.
Page 2 of 12
V12.10.2019
NOISE LEVEL
[Sec. 54-120. - Noise and other conduct.
(a)
It is unlawful to play any musical instrument or audio amplification system or engage in any disorderly conduct or behavior
tending to breach the public peace or in violation of the city's noise ordinance, in any city park. Any amplified music can only be
played between 7am and 10pm.
PERFORMERS
Applicant shall provide a detailed listing of all performers no later than 30 days before the event.
ROAD CLOSURE NOTIFICATION
Any road closures requested must be approved by the City Council and shall require additional processing time. Road closure
notification shall be required by Applicants to the residents and businesses being affected by the event prior to City Council
approval. A copy of the notification must also be submitted to the City. All road closures must be clearly marked on your site plan.
TRASH AND DUMPSTERS
Arrangements for dumpsters and the number required will be determined by the review process by the City. Prearranged
dumpsters may be required with specific location, drop off and pick up dates and size. This will be at the Applicants expense.
GREASE RECEPTACLES
Grease receptacles may be obtained from a number of private firms. Please contact them directly and confirm they are properly
licensed to provide this service in the City of Clermont. This will be at the Applicants expense. Verification is required.
TOILET FACILITIES
Portable toilets may be required for an event at applicant’s expense, depending on the estimated attendance and availability of
public facilities. Portable toilets are provided by a number of private firms. Please contact them directly and confirm they are
properly licensed to provide this service in the City of Clermont. If necessary, the number required will be determined by the City.
Verification is required.
EVENT CLEANUP – IF HELD ON CITY PROPERTY
The City of Clermont Public Works Department will determine staffing requirements for event clean up. Applicant shall pay all
charges.
FIRE SAFETY/EMS COVERAGE
If any event occurs within the City limits, the Fire Department must approve the site plan to assure adequate fire and emergency
access as prescribed by the fire code. Applicant is responsible for all charges and must make arrangements directly through the
fire department.
POLICE DEPARTMENT COVERAGE
Police department will determine coverage of officers for the event. Applicant is responsible for all charges and must make
arrangements through the police department on-line software.
SITE PLANS
As with any event in the City of Clermont, all site plans must be reviewed and approved by affected City departments (i.e.: Public
Works, Police Department, Fire Department, etc.) and may require communication with Lake County departments. Site plans must
be submitted no later than 21 days prior to the event.
PERMITS AND LICENSES
All permits and licenses relating to events in the City of Clermont will be applicable.
ELECTRICAL POWER
Existing electrical power shall be used where available. Access to electrical power for events may require permits and a licensed
and insured electrical contractor which will be determined by the City and paid for by the Applicant.
LAKE COUNTY PERMIT
A Lake County special event permit is required for approval if any portion of the requested event takes place in Lake County.
FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION “FLDEP”
Any event utilizing these bodies of water requires the Applicant to reactive additional permits from the Florida Department of
Environmental Protection (“FLDEP”). T
he City of Clermont will not approve any special event until FLDEP approval is
provided in writing. The City can provide a reference document on how to apply for additional permits through FLDEP.
Page 3 of 12
V12.10.2019
TENTS
In order to avoid damage to irrigation or other buried systems, the number and placement of tents must be indicated on the site
plan. The City of Clermont Public Works Department will mark out lines in the areas that must be avoided by placement of tents.
Any damages caused by tent placement will be charged to the Applicant. All tents must be anchored with weights (20lbs per tent
leg).
TENT PERMIT
A Tent Permit is required when any Tent exceeds 900 square feet. Applicant is required to secure tent permit at an additional cost.
SIGNS
The installation, location and other criteria is prohibited under sign ordinance 1028 of the City code. Any signage requests must
be submitted, for approval, at time of application with site map, install dates, removal dates, size of signage, and visual proof of
sign. Sign requests must be approved by City Council.
PARKING
Parking is prohibited in event space, including any grass area. Applicant may be required to provide staff for special parking
needs.
WIFI
WiFi is not guaranteed during event times.
MARKETING
Copies of all promotional/marketing materials produced for the event must be submitted to the City including materials produced
after approval of the event. Marketing must be consistent with the description of the event.
MEETING
A Special Event meeting shall be required with City Departments. A representative from the City will contact the organizer and
instruct any required items for the meeting. All special event applications are subject to City Council review and may require City
Council approval. Special event applicant or representative may be required to attend City Council Meeting(s).
CHANGES
Any changes made to the Special Event Application after the final approval process will result in additional fees for processing
costs. Some change requests may not be honored due to time restraints.
COMMUNICATION
All communication regarding event, including on-site and day of event, shall remain between City event staff and primary applicant
and/or secondary applicant.
REFUNDS AND CANCELLATIONS
Security deposit refunds are issued 2-3 weeks after the rental date.
Cancellation made 90 days or less prior to event day will result in relinquishing of deposit. Cancellations must be submitted by
using the cancellation policy form.
If you cancel within:
You will receive:
60 calendar days or more from the rental date 100% of the rental cost
59-31 calendar days from the rental date 50% of the rental cost
30 calendar days or less from the rental date No refund of the rental cost
Page 4 of 12
V12.10.2019
SPECIAL EVENT PERMIT APPLICATION GUIDELINES
Following submittal of a Special Event Permit Application the application is sent to all departments for review and
comments.
A meeting may be scheduled with the Applicant within approximately 10 business days of application submittal.
During the meeting all impacted departments will have an opportunity to ask questions and notify applicant of any
additional services required.
Applicant must then submit all required items.
Once all requirements have been met, Parks and Recreation staff will be in contact with applicant to let them know if
application has been approved.
The length of time from submittal to approved permit will be determined by how quickly the applicant can supply required
items.
Items such as alcohol will require additional time for City Council approval.
All sp
ecial event applications are subject to City Council approval.
Any
event with an estimated attendance of 500 or more people and/or amplified music/demonstrations shall be required to
have application reviewed by City Council.
Any event utilizing a body of water or another municipality mya be required to have approval from other entities such as
Lake County or FLDEP.
DOCUMENTS TO BE INCLUDED WITH SIGNED/COMPLETED APPLICATION
Please check appropriate boxes below and return with signed application, questionnaire and cost estimator.
1. Completed Application
2. Application Fee and Deposit
3. Cost Estimator
4. Insurance Liability - Certificate of Insurance naming the City of Clermont as additional insured
5. Alcohol Permit - (if applicable)
6. Sign Requirements - (if applicable)
7. Road Closure locations - (if applicable)
8. Race Course Map - (if applicable) which includes water stations, turnaround points, turn by turn instructions
9. Site Plan
10.
FLDEP Approval (if applicable)
11. Lake County Application (if applicable)
The Following Items Must be Noted on Your Site Plan
Maximum Size of 8 ½” X 11” including the following information:
N/A
Location of food vendor area(s)
Canopy/Tent Locations w/ sizes
Fuel storage/dispensing areas
Emergency Access Route for EMS & Fire
Location of vendor booths & games
Location of fire extinguishers and other safety equipment
Location of fire extinguishers & other required life safety equipment
Description of sound amplification facilities or equipment to be utilized
Location and description of Attention Getting Devices (Balloons, etc.)
Location of generators
Location of temporary power drop
Rides with descriptions
Identify any fences/gates around event
Stage locations
Table, chair, and equipment layout
Traffic routing, road closures, separation of parking area from event
City facilities or equipment to be utilized
Location and description of banners or signage (not permitted in ROW)
Location of portable restrooms
Page 6 of 12
V12.10.2019
Page 7 of 12
V12.10.2019
Page 8 of 12
V12.10.2019
APPLICATION FOR SPECIAL EVENTS PERMIT
PLEASE TYPE OR PRINT CLEARLY
Today’s Date
Name of Event
Date(s) of Event
Estimated Attendance:
Event Start Time:
Event End Time:
Before Event Setup Time:
After Event Cleanup Time:
Name of Organization/Applicant
*The refundable deposit will be made payable and mailed to the name and address of the applicant listed*
Check Type of Organization
Resident
Non Resident
Non-Profit
Business
Non-Profit documentation must be provided with application.
Tax Exempt
Yes
No
If yes, provide Tax Exempt #
If Yes, you must provide your Tax Exempt Certificate with application.
Federal ID # or Driver’s License #
Event Contact
Email
Day Phone
Cell Phone
Address
City
State
Zip
Secondary Contact
Phone #
If this event is a fundraiser, who is the beneficiary? (provide contact information and address)
Briefly Describe Event:
Location of Event on City Property:
Map 1
A
B
C
D
Map 2
Map 3
Please choose A, B, C, or D on MAP 1, MAP 2 (Downtown Clermont), or Map 3 (Victory Pointe)
Other Location:
Page 9 of 12
V12.10.2019
Page 10 of 12
PLEASE COMPLETE THE FOLLOWING QUESTIONNAIRE AND RETURN WITH YOUR APPLICATION
Alcohol Served:
Yes
No
If Yes, State Alcoholic Beverage License REQUIRED for sale of alcoholic beverages 1-800-375-6975 and approval from the City of
Clermont City Manager and Council.
Canopy/Tent Use:
Yes
No
Size of Tent*
*Tents larger than 900 sq. ft. will require an additional permit
Electrical Use:
Yes
No
Describe the need:
Additional permits may be required based on use
Electrical Power Provided:
Generator
Temporary Power Drop
Property Power
Gas Fueled Equipment:
Yes
No
Describe Use:
If Yes, subject to permits as required by the Building/Fire Safety Division.
Fuel Source
Propane
Natural Gas
Diesel Fuel
Gasoline
Cooking Equipment Use:
Yes
No
If Yes, subject to approval as required by the Florida DBPR, Division of Hotels and Restaurants. Contact number 1-850-487-1395
Cooking Types:
Fryers
Propane Grill
Charcoal Grill
Concession Trailer
Food Trucks
Insurance may be required by provider
Rides:
Yes
No
Ride Types:
Mechanical
Bounce Houses
Animals
Insurance may be required by provider
Pyrotechnic/Fireworks Displays:
Yes
No
If Yes, requires separate approval process completed by
Company with the Fire Prevention Division.
The release of Sky Lanterns is not permitted under state law.
Streets to be Closed or Traffic Control:
Yes
No
Written submission for road closure is required and will require city council approval
Fire or Law Enforcement Stand-by Requested:
Yes
No
If Yes, requires separate approval process
completed by applicant with the Clermont Police Department and Clermont Fire Department.
Law enforcement or fire/ems
stand-by may be required by the City for certain events/activities and at the applicant’s cost.
Live Television or Radio Broadcast:
Yes
No
DJ, Band, Music or Sound Amplification Devices:
Yes
No
Describe:
If loud sounds are created that require a
permit under the City Noise Ordinance, a letter requesting a permit for such activity must
accompany this permit
application.
Banners or Attention Getting Devices:
Yes
No
If Yes, Attention Getting Devices and Banners
require a separate permit with the Building/Fire Safety Division. Temporary signage is not
permitted in right-of-ways.
Is this event:
Public
Private
Is another promoter/producer assisting with your event?
Yes
No
Will this event use other venues and/or municipalities such as Lake County?
Yes
No
Will this event be utilizing Lake Minneola or Lake Minnehaha for any portion of the event?
Yes
No
Are you requesting the boat ramp be closed in order to be used for overflow parking?
Yes
No
Boat ramp closure request will only be considered by the City Council for events that have over 1000 expected in attendance.
V12.10.2019
SPECIAL EVENTS COST ESTIMATOR
NAME OF EVENT:
DATE OF EVENT:
EVENT CONTACT:
REFUND MAILING ADDRESS:
Street Address
City
ST
Zip
CELL PHONE:
NON-PROFIT/
RESIDENT
RATE
BUSINESS/
NON-RESIDENT
RATE
SPECIAL INSTRUCTION
FEE
Application Fee
$10
$10
Non-Refundable
$10
CITY PROPERTY:
HIGHLANDER BUILDING AND PAVILION ~ AREA A (BLUE)
Deposit
$250
$250
Refundable
Hourly Fee
$100
$200
Per Hour (2 Hour Minimum)
Daily Fee
$700
$1100
PARK AREA ~ AREA B (RED)
Deposit
$150
$150
Refundable
Hourly Fee
$25
$50
Per Hour (2 Hour Minimum)
Daily Fee
$200
$300
WATERFRONT ~ AREA C (YELLOW)
Deposit
$350
$350
Refundable
Hourly Fee
$200
$300
Per Hour (2 Hour Minimum)
Daily Fee
$1500
$2500
Each Consecutive Day
$1200
$2000
CITY HALL PARK - DOWNTOWN ~ AREA D (GREEN)
Deposit
$150
$150
Refundable
Hourly Fee
$25
$50
Per Hour (2 Hour Minimum)
Daily Fee
$200
$300
VICTORY POINTE
Deposit
$150
$150
Refundable
Hourly Fee
$25
$50
Per Hour (2 Hour Minimum)
Daily Fee
$200
$300
~ ADDITIONAL FEES ~ TO BE DETERMINED BY CITY STAFF
Additional City Staff
$25
$25
Per Person, Per Hour
Public Works Event Staff
$25
$25
4 hr. min, per staff
Police Officer
$42
$42
4 hr. min, Per Officer
Fire/ EMS
$60
$60
4 hr. min, 2 staff min
Fire Boat in the Water
$100
$100
Per Hour
Sales Tax
GRAND TOTAL
Payment Deadline:
Application Fee and deposit are due upon submission
Final payment is due 30 days prior to event date.
Final payment not received by the due date will be assessed a 10% late payment fee per week on balance due.
Page 11 of 12
V12.10.2019
R
esident/Non-Profit rate is defined as
• A resident or land owner located in the Clermont city limits
• A business located in the Clermont city limits
• Be an organization/business that is active and currently registered with the Florida Division of Corporations. Applicant
must be a registered agent, representative, or board member of the organization/business.
*Non-Profits must provide business license, proof of non-profit status (5013C)
Non-Resident/Business rate is defined as
• Applicant resides outside the Clermont city limits
• Business is located outside the Clermont city limit
s
*C
lermont Residents are not permitted to use ‘Resident’ status if the business is located outside of the city limits
All businesses, vendors, etc., must provide a Certificate of Liability with a minimum coverage of $1,000,000 Comprehensive
General Liability Insurance naming the City of Clermont as additionally insured
P
LEASE NOTE: The issuance of a Special Events Permit from the City shall NOT relieve any person from the duty to secure
other City, State or County permits or approvals as may be required to include, but not be limited to, Department of
Business and Professional Regulation, Health Department, tent permits, fireworks permit, attention getting device permits,
business tax receipt, etc. The applicant agrees that no advertising for the event shall occur until this Special Event Permit has
been approved. If any information is found to be false, incomplete or misrepresented, such fact is just cause for the
immediate revocation of any permit issued. In addition, failure to correct any on-site condition or code violation as identified
by the City staff will result in revocation of the permit and/or code enforcement fines.
Indemnification, Insurance and Additional Costs
The applicant and any other persons, organizations, firms or corporations on whose behalf the application is made agree that
they will jointly and severally indemnify and hold the City harmless against liability, including court costs and attorney’s fees,
and attorney’s fees on appeal, for any and all claims for damage to property, or injury to or death to persons, arising out of or
resulting from the issuance of the permit or the conduct of the Special Event. The applicant may be required to provide
insurance, as determined by the Risk Manager. In that case, the City shall be named as an Additional Insured. The applicant
also agrees to reimburse the City for all costs due to damage, or use of City resources that are unanticipated but required to
support this event.
Applicant’s Signature
Title
Printed Name
Date
*****************************FOR CITY DEPARTMENT REVIEW ONLY*****************************
Department / Division Routing:
P
rovide email comments back to City within 7 calendar days of application receipt by the City. Comments need to include a
specific denial or approval of the permit and any specific conditions required to be met or listed on the permit.
a) Parks & Rec. Dept.
b) Police Department
c) Fire Department
d) Public Works Dept.
e) Development Services Dept.
Page 12 of 12
V12.10.2019
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