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FINAL ITEMS TO BE TURNED INTO COMMUNITY EVENTS TO OBTAIN A SPECIAL EVENT
PERMIT
SECURITY DEPOSIT
A security deposit is due three months prior to the first date of the event. For
events that apply six weeks out the security deposit is due upon notification of
approval.
If a date that is currently reserved by an applicant has been requested by
another applicant. The original applicant has five days after notice that the
dates reserved have been requested by another applicant to turn in their
deposit.
Deposits are determined by a point system. They range between $500.00 and
$10,000.00. This depends on the impact of the event.
The deposit is refundable if the following occurs:
The entire deposit will be refunded within 30 days after the event if the
deposit has been paid on time and the applicant has complied with all conditions
contained in the special event permit.
Fifty percent (50%) of the deposit will be returned if the event is cancelled
between three months and six weeks prior to the first date of the event.
No deposit will be refunded if the event is cancelled within six weeks of the
first date of the event.
SPECIAL EVENT FEE
This fee is based on a point system. An assessment will be made based on the
information given in the application. Fees can range from $50.00 to over
$15,000.00 (Time of year, location, length of the event, time of the event, type
of event, non-profit vs. for-profit, alcoholic vs. non-alcoholic, one site vs.
many sites, ticketed event vs. Free event, road closure vs. no road closure.
These are a few of the things that determine the special event fee.)
INSURANCE
The special event organizer shall indemnify and save the City harmless from
any and all claims, suits or actions, damages or causes of action arising as a
result of the special event.
General Liability
The event organizer is required to have a one million dollar ($1 million dollar)
General Liability policy.
Liquor Liability
If the alcohol is being served a one million dollar
($1 million dollar) Liquor Liability policy should also be taken out).
All policies should additionally insure the City of West Palm Beach, before,
during and after the event.
Please include the dates and location of the event on the certificate of
insurance.
HOLD HARMLESS AGREEMENT
The City will provide a hold harmless agreement that is required to be signed by
the organizer. This document states that the City will not be held responsible
for things that happen during the set-up, break-down or during the event.
FINAL SITE MAP
The site map shall include all structures to be utilized in the event including:
tents, concession area, restrooms, dumpsters, stage, entrances/exits, and fence
lines. Please make a list of the vendors that will be at your event with
corresponding numbers on the tents/location. This map should be as extensive as
you can. Due two weeks before.
CELL PHONE AND HOME NUMBERS OF ORGANIZER
Cell phone number and home numbers of the event organizers are required to be
given to the Community Events Division. These numbers shall be used to contact
the organizer if the need should arise.
NOTIFICATION LETTER
This letter should be addressed to anyone who will be affected by the special
event (Businesses, condos etc.)
Please state the time, date, and location of the event. Also include a
description of the event, the time of
set-up and break-down, and the roads that will be closed and when the closure
and openings will be.
If it is a business, this is a great opportunity for you to invite them to get
involved in participating or advertising your event.
ADDITIONAL ITEMS THAT MAY BE REQUIRED
TRAFFIC PLAN
If your event plans to bring in 5,000 or more people to the downtown, the City
would like to know how you plan to have the attendees come in and out of the
City.
PARKING PLAN
Please let us know where you plan to park your staff, volunteers, sponsors, and
patrons. The City of West Palm Beach Parking Department will be happy to assist
you with your needs.
SAFETY PLAN
On a site map show us where you will station security guards, Police, first aid
station(s), emergency exits, ADA accessible areas. Also write down your plan in
case an emergency takes place.
Please provide these plans in detail for the Community Events Division, Police
Department, Traffic Department, Parking Department and Engineering Department to
review.
PROVIDE A LIST OF ENTERTAINMENT AND VENDORS
The City would like to know all of the people that will be involved in your
event.
51% APPROVAL FOR ROAD CLOSURE SIGNATURES NEEDED
Events requesting road closure in a neighborhood or merchant district, (Clematis
Street, Rosemary Avenue, Northwood Road etc.) must obtain signatures from 51 %
of the property owners on the street that are in favor of the street closure.
COPY OF ALCOHOL PERMIT (If applicable)
You must obtain if you are selling alcohol. We will need a copy of the license,
if applicable.
Go to the Division of Alcoholic Beverages and Tobacco;
400 North Congress Avenue Suite 150
West Palm Beach, FL. 33401 (561) 682-0077
APPLICATIONS REQUIRING CITY COMMISSION APPROVAL AND A SIGNED CONTRACT
If the applicant is serving alcohol, the Community Events Division along with
the Law Department will draft a contract between the City and the organizer of
the special event. After a draft is completed and all items have been reviewed
for accuracy. The contract will be typed and placed on the Commission Agenda to
be approved by the City Commission. Once the City Commission approves the event,
the organizer may proceed with their planning.
Community
Events Division
P.O. Box 3366
West Palm Beach, Florida 33402
Phone:
561 822 1515
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