SPECIAL EVENTS PROCEDURE MANUAL
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SPECIAL EVENTS
TAB LEO F CONTENTS
Section Subiect
Page
I. INTRODUCTION............................................................................................................ 2
II. EXECUTIVE SUMMARy.... ............................ ... ....... .................................................... 3
III. EVENT CLASSIFICATIONS. DESCRIPTIONS. & VENUES ................................... 4
Class 1 - Private Events
1A - Private Event, Closed to the Public........................................................... 5
1B - Private Event, Open to the Public ............................................................. 6
Class 2 - City Sponsored Events
2A - City Event....... ............ .................................................................. ...... ....... 7
2B - Departmental Event... ........ ........................................................................ 8
Class 3 - City Co-Sponsored Events ........................................ .................................. 9
3A - Fees Waived, Commission Approved Events............................................ 10
3B - Special Development Code Events ............................................................ 10
Class 4 - Park Usage Agreements .............................................. ............. .......... ......... 11
Class 5 - Block Parties..................................................... ............................................ 12
IV. SPECIAL EVENT APPLICATION PROCESS............................................................ 13
V. CITY CO-SPONSORSHIP APPLICATION PROCESS.............................................. 16
VI. SPECIAL EVENTS COMMITTEE MEMBERSHIP & RESPONSIBILITIES ........ 18
VII. DEPARTMENTAL ROLES & RESPONSIBILITIES ................................................ 21
APPENDIX 'A' - SPECIAL EVENTS ORDINANCES ...................................................... 26
APPENDIX 'B' - VENUES & MAPS.................................................................. ..... ..... ...... 35
APPENDIX 'c' - FEE SCHEDULE .. ............................................................... ............. ...... 44
APPENDIX 'D' - FORMS ................................................................................................ ..... 46
APPENDIX 'E' - GLOSSARY ............................................................ ..................... ............ 60
Revised October 12, 2000
SPECIAL EVENTS
INTRODUCTION
The City of Clearwater is committed to providing a balanced schedule of entertainment, athletic
and educational events of value and interest to the community. This overall balance of events
will be sensitive to the many and varied components of Clearwater's population. Culture,
competition, celebration, entertainment, and economic impact are all important components of
the events program. To help assure the proper blend of programs, themes, and subject matter,
staff will continually seek and objectively evaluate new ideas and concepts. Existing events will
be re-evaluated annually and either renewed, revised or discontinued as necessary to provide the
best programming possible.
With regard to city sponsored events, it is not the intent of the City of Clearwater to make a
profit on every event, however reasonable fees may be charged to the public and commercial
sponsorships or partnerships sought to help offset as many of the production costs as possible.
With regard to privately sponsored events conducted upon public property, the event promoter or
sponsor must pay all expenses associated with their event. The City may assess processing fees,
security deposits, permitting fees, direct service charges and rental fees as necessary to assure
proper cost recovery.
This Special Events Manual has been designed to define and clarify the special event process.
This includes:
. Defining the different classifications of events,
. Establishing application & evaluation procedures for each,
. Determining available venues and policies for their use,
. Explaining the duties and responsibilities of the Special Events Committee, and
. Updating Article III of the Clearwater Code of Ordinances as necessary to provide the proper
controls and guidelines necessary to assure program goals.
2
Revised October 3,2000
SPECIAL EVENTS
EXECUTIVE SUMMARY
This manual defines the special event classifications, the event application & evaluation process, the
City's cost recovery philosophy, and the duties and responsibilities of the Special Events Committee.
Special events may be broadly classified in three ways:
. Privately sponsored events which are conducted entirely or in part on city property,
. City sponsored events, or
. City Co-sponsored events which are a cooperative effort between private & City sponsorship.
Each of the above broad classifications have been broken down further into sub classifications where
consideration is given to event size and community impact, including the impact on city support services.
Larger event classifications which may adversely impact either the surrounding community or city
support services, are required to follow a more extensive application and evaluation procedure to
determine the extent of these impacts.
Small events, with little or no adverse impact on the surrounding community and which require few extra
city resources, may be handled simply as Block Parties or Park Usage events. These event claSsifications
(#4 & 5) have a greatly simplified application, review and approval process.
During the application process, each proposed event will be evaluated to determine the following:
. Appropriateness of the event theme and its impact on the City as a whole,
. Availability and suitability of the venue requested,
. Impact on the immediate surrounding community,
. Permits and fees required by law,
. Additional fees and charges necessary for reimbursement of city support services,
. Deposits required, if any, to protect City property and equipment, and the
. Specific conditions, limitations, restrictions, and responsibilities of the applicant.
Following approval:
. City co-sponsorships must be reviewed and approved annually by the city commission.
. The level of co-sponsorship may not be changed without city commission approval and a specific
funding source clearly identified and approved by the commission.
Events sponsored totally or in part by the City of Clearwater will take priority over privately sponsored
events.
The City Commission has shown its support for the Special Events process and philosophy by passing
Article III of the Clearwater Code of Ordinances. Section 22.71 through Section 22.91 entitled "Special
Events", enacted December 9, 1999.
The Special Events Committee is responsible for reviewing and updating this manual, as well as for
recommending changes to all ordinances relating to the control, regulation and management of Special
Events in the City of Clearwater.
3
I Revised October 27. 2000 I
SPECIAL EVENTS
SECTION III
SPECIAL EVENT
CLASSIFICA TIONS
lA - PRIV ATE/CLOSED
IB - PRIVATE/OPEN
2A - CITY WIDE EVENT
2B - CITY DEPARTMENT EVENT
3A - CITY CO-SPONSORED
3B - SPECIAL DEVELOPMENT CODE EVENT
4 - PARK USAGE AGREEMENT
5 - BLOCK PARTY
4
SPECIAL EVENTS
CLASS # lA - PRIV A TE EVENTS
lA - PRIVATE EVENT, CLOSED TO THE PUBLIC
DEFINITION & CONDITIONS:
· These events are promoted and sponsored entirely by sources other than the City.
· The applicant pays for all fees, permits and required City services.
· The City of Clearwater provides no cash or in-kind services.
. These events are conducted upon, or significantly impact surrounding City property.
· The event is intended for a specific private audience.
. These events are not open to the general public.
· An application-processing fee is assessed for each application accepted.
· A facility rental fee may also apply depending on the venue.
· Examples include wedding ceremonies, receptions, and company picnics.
· Small events of this nature may be authorized by a 'Park Usage Authorization Letter" if they
meet the criteria for event classification #4 (page 11); and do not clearly meet the intended
Special Event criteria specified in Section III, 22.72, of the City Code of Ordinances.
VENUES AVAILABLE:
· Coachman Park is primarily reserved for City sponsored and co-sponsored events and is not
available for use by non-resident applicants in this event classification.
· A class 1 event may be considered for most any other outdoor City owned location, but may
not preempt an approved class 2 or 3 special event.
· Clearwater Beach venues require a per-day, per-venue rental fee to be paid in advance by the
promoter. (See Appendix 'D' - Fee Schedule)
5
Revised October 3,2000
SPECIAL EVENTS
CLASS # IB - PRIV ATE EVENTS
IB - PRIVATE EVENT, OPEN TO THE PUBLIC
DEFINITION & CONDITIONS:
· These events are promoted and sponsored entirely by sources other than the City.
· The applicant pays for all fees, permits and required City services.
· The City of Clearwater provides no cash or in-kind services. See Appendix 'D' - Fee
Schedule.
· The event is conducted upon, or significantly impacts City property & is open to the public.
· Admission or entry fees may be charged to participants and/or spectators.
· Examples include Corporate SportsFest, Volleyball & Soccer Tournaments on the beach, &
downtown craft shows.
VENUES A V AILABLE:
· Coachman Park is primarily reserved for City sponsored and co-sponsored events.
Applications for this classification of event may be made up to, but not more than 6 months in
advance of the event.
· A class 1 event may be considered for almost any other outdoors City owned location, but
may not preempt approved class 2 or 3 special events.
· Clearwater Beach venues require a per-day, per-venue rental fee to be paid in advance by the
promoter. (See Appendix 'D' - Fee Schedule)
6
Revised October 3, 2000
SPECIAL EVENTS
CLASS # 2A - CITY OF CLEARWATER EVENTS
2A - CITY SPONSORED EVENT
DEFINITION & CONDITIONS:
. These events are promoted and funded entirely through the efforts of the City of Clearwater.
. The City is exempt from paying all City permit fees.
. In-kind services are to be budgeted by supporting City departments based upon a master list
of events provided by the Special Events Committee in February.
. Special development code funding may be used as start-up money for these events.
However, it is the goal of this fund to return a profit on each dollar used.
. Examples include Fun 'N Sun Festival, Memorial Day Celebration & Concert, Clearwater
Celebrates America, the Folk Arts Festival, and the December Holiday Festivities.
. Consideration will be given to the inclusion of dignitaries and elected officials by all
applicants in this event classification (refer to the Protocol Worksheet during the application
process). Contact the City Clerk Department for assistance and advice in protocol matters.
VENUES AVAILABLE:
. Coachman Park is the primary venue for this event classification.
. Any other outdoor city-owned location may also be considered for use as a venue. This
includes park properties, parking lots, & streets.
7
I Revised October 3, 2000 I
SPECIAL EVENTS
CLASS # 2B - CITY OF CLEARWATER EVENTS
2B - DEPARTMENT SPONSORED EVENT
DEFINITION & CONDITIONS:
. These events are promoted and funded entirely through the efforts of the City of Clearwater.
. The City is exempt from paying all City permit fees.
. Assisting City departments are asked to provide 'no cost' in-kind services whenever possible,
however, the department promoting or sponsoring the event must budget for and reimburse
assisting departments for all expenses that cannot be covered within existing budgets. This
includes excessive in-kind services, materials, supplies, and overtime.
. To help offset expenses, departments are encouraged to seek corporate (commercial)
sponsorships in exchange for an appropriate level of name recognition advertising.
· Event examples in this class include:
. Downtown Main Street Partnership events - concerts; and grand openings,
dedications, or ribbon cutting ceremonies.
. Fire Department - Water Safety Day & extrication competitions;
. Marine Department - Air Park Day and fishing tournaments;
. Parks & Recreation Department - sports tournaments, festivals, & concerts;
. Police Department - Officer Friendly Jamboree, Bicycle Jamboree, & Police
Memorial Service.
. Consideration will be given to the inclusion of dignitaries and elected officials by all
applicants in this event classification (refer to the Protocol Worksheet during the application
process). Contact the City Clerk Department for assistance and advice in protocol matters.
VENUES AVAILABLE:
. Coachman Park is the primary venue for this event classification.
. Any other outdoor city-owned location may also be considered for use as a venue. This
includes park properties, parking lots, & streets.
8
I Revised October 27,2000 I
SPECIAL EVENTS
CLASS # 3 - CITY CO-SPONSORED EVENTS
GENERAL DESCRIPTION:
. This classification of event originates outside of City government, however, the City deems
the event beneficial and then forms a 'partnership' with promoting agency to produce the
event.
· Events seeking city co-sponsorship must apply under a separate application process (See
Section V). This process may take up to 24 months from first application to the event.
· Outside agencies that may apply for co-sponsorship include non-profit organizations,
community groups, private agencies, or other governmental units.
· Event dates cannot be confirmed until co-sponsorships are approved by the city commission
in February.
· Once approved, city co-sponsorships must be reviewed and approved annually by the city
commission.
· Once approved at a specific funding level, the level of co-sponsorship may not be changed
without city commission approval and a specific funding source clearly identified and
approved by the commission.
· Upon completion of a co-sponsored event, the special events committee shall review the
overall production and merit of the event and recommend to the City Manager whether this
city co-sponsorship should be continued, modified or denied.
· There are two general types of co-sponsored events, however a specific event may
technically fall into more than one classification and, over the years, may evolve from one
classification to the other. These event types include:
. 3A - Fees Waived, Commission Approved Events, And
. 3B - Special Development Code Events.
. Consideration will be given to the inviting dignitaries and elected officials to events in this
classification (refer to the Protocol Worksheet during the application process). Contact the
City Clerk Department for assistance and advice in protocol matters.
I Revised October 27, 2000 I
9
SPECIAL EVENTS
CLASS # 3 - CITY CO-SPONSORED EVENTS
3A - FEES WAIVED. COMMISSION APPROVED CO-SPONSORED EVENTS
DEFINITION & CONDITIONS:
· Treated the same as a City Sponsored event, classification #2A.
· Departments providing support services for these events will be provided with a City
Commission approved list of events in February of each year. Departments must then
budget for and provide in-kind services without additional reimbursement.
· Examples include Jazz Holiday, Turkey Trot, the Martin Luther King, Jr. Parade, Charlie
Daniel's Concert, and the North Greenwood Mayfest.
3B - SPECIAL EVENT DEVELOPMENT FUND EVENTS.
DEFINITION & CONDITIONS:
· Events funded from this code are generally exceptional opportunity events with a good
chance of returning a profit to the City.
· Assisting departments may be reimbursed for exceptional costs (special supplies,
material, & overtime) from commission approved budget codes.
· This self-sustaining fund is replenished by event generated revenue including commercial
sponsorships, product sales, rental fees and/or admission fees. It is hoped that excess
revenue generated by these events will be returned to the General Fund to help offset the
routine expenses of supporting departments.
· Examples include Vet Rock 2000, WFLZ Concert (Christina Aguilera), Summer Concert
Series, and some sports tournaments.
CLASS #3 VENUES AVAILABLE:
Any location may be considered for this class of event.
Revised October 3, 2000
10
SPECIAL EVENTS
CLASS # 4 - PARK USAGE AGREEMENTS
DEFINITION OF EVENT CLASS:
Small public or private events conducted within the confines of a Parks & Recreation facility
meeting the following conditions:
. The requesting group or agency is located within the city limits of Clearwater.
. Not available if the facility has an existing rental program.
. Not available if the facility has a competing recreation program.
. The intended event activity is consistent with the design use of the facility.
. The event will have minimal or no adverse effect on the surrounding community, including
vehicular or pedestrian traffic flow, parking or noise problems.
. Permits required by law must still be obtained (e.g. amplified sound, fireworks, and food
sales).
. There are no in-kind services provided by the City of Clearwater.
. The event promoter or sponsor may not charge admission fees to participants or spectators.
. No such event may violate any law or ordinance.
. The event sponsor or promoter pays for all fees and permits.
. Examples include:
. A neighborhood park used by the adjoining neighborhood or homeowner's association
for annual meetings, parties or picnics;
. Birthday parties;
. A small wedding ceremony or reception using a portion of a park;
. A small company picnic using a passive park; or
. A small church service in a park.
. Long term 'Joint Use Agreements' involving the use of City park property are considered to
be ongoing Park Usage Agreements.
APPROVAL PROCESS (including criteria, procedure, authorities, forms, & exceptions):
The director of Parks & Recreations, or their designee, may approve this class of events by the
issuance of a "Parks Usage Authorization Letter" if said director deems this event to be of
significant community value so as to overcome the preemptive nature of the event.
Revised October 3, 2000
] 1
SPECIAL EVENTS
CLASS # 5 - BLOCK PARTIES
DEFINITION OF EVENT CLASS:
Block party, as defined in Article III, Section 22.72, of the Clearwater Code of Ordinances
means "a gathering composed substantially of neighbors in a residential area which requires the
closing of a local street for the purpose of having a party or other social, recreational or any other
type of assemblage".
VENUES AVAILABLE:
Determined on a case-by-case basis by the Neighborhood Services division of the Planning &
Development Department.
APPLICA TION PROCESS
All inquiries in this classification are referred to the Neighborhood Services division.
APPROVAL PROCESS
Approvals are made by the Neighborhood Services division with notification of road closures to
the Police and Fire Departments.
POST EVENT REVIEW & RENEWAL PROCESS
Handled by the Neighborhood Services division.
12
Revised October 3, 2000
SPECIAL EVENTS
SECTION IV
SPECIAL EVENT
APPLICA TION
&
APPROVAL
PROCESS
13
SPECIAL EVENTS
EVENT APPLICATION. APPROVAL & REVIEW PROCESS
1. DISCUSSION: The event promoter or sponsor should discuss the proposed event with a
Special Events Committee Chair or their designee before the formal application is submitted.
This is an extremely important step in the process and can save many hours of staff time and
many misunderstandings or misinterpretations along the way. This discussion should
culminate in applicant receiving the basic event application form and other necessary
supplemental forms (including permit applications) appropriate to the planned event.
2. APPLICATION: The promoter or sponsor completes and submits the appropriate
application with the non-refundable processing fee a minimum of 30 days prior to the event.
a) The basic event application, along with all required attachments, is submitted to the
Special Events Chairperson or designee.
b) Park Usage Event applications are sent to the Parks & Recreation Director or designee.
c) Facility rental events are submitted to the appropriate department for processing.
d) Block Party application are submitted to the Neighborhood Services Division
e) Requests for City co-sponsorship for the following year are submitted to the Special
Events Chairperson.
3. ACCEPTANCE: When a Special Event application is received by the Committee
Chairperson, it is reviewed for:
a) completeness,
b) verification of proper event classification,
c) appropriateness of venue requested,
d) date availability for venue requested, and
e) all other areas of concern appropriate to that event.
f) If the application is deemed complete and appropriate, the application is date stamped,
the processing fee is deposited, and the 30-day review and approval process begins.
4. DISTRIBUTION: The application is next entered into the computer and forwarded to the
Special Events Committee members as an attachment to the standardized electronic mail
Event Summary template. (Steps 3 & 4 should be completed within 5 working days.)
5. REVIEW: Committee members review the application and either 'Approve', or
'Conditionally Approve' the application within 10 working days. 'Conditional Approvals'
require factual explanations in writing from the committee member expressing their
concerns. If no response is received from a committee member within the allotted time
period, 'approval' of the application will be assumed.
6. APPROVAL: When the event is approved, an 'approval letter' is sent electronically (by e-
mail or FAX) as soon as possible as well as mailed to the applicant by surface (USPS) mail
within 30 working days of acceptance of the application.
a) The approval letter will also contain a 'Special Events Checklist' clearly indicating all
pre and post event conditions which must be satisfied by the applicant.
b) A security deposit may be required based upon the scope, history, and nature of the event.
c) A blank copy of the required 'Post Event Report' will be attached to the approval letter.
14
Revised October 3, 2000
SPECIAL EVENTS
d) Failure to satisfy all of the conditions specified may result in cancellation of the event or,
in the case of post event problems, forfeiture of all or part of the security deposit and/or
denial of future event requests from the applicant.
7. DENIAL: Every reasonable effort will be made to resolve conflicts and approve an
application. If, however, the event is denied, a denial letter is sent electronically to both the
applicant and the special events committee, as well as by surface mail to the applicant within
30 days of its original receipt stating the specific reason(s) for the denial.
8. POST EVENT: Post event procedures include:
a) Promoter completes and submits the 'Post Event Report' provided with the event
approval letter.
b) Promoter pays all expenses due such as reimbursement for damage (other than normal
wear and tear), and extraordinary cleanup costs.
c) Special Events Committee evaluates the overall event and recommends renewal (if
renewal is likely to be requested) and any stipulations or conditions that must be met
prior to approval of future applications for the same event.
POST EVENT REVIEW PROCESS
The Chair of the Special Events Committee, or their designee, shall, within 5 working days after
the completion of an event, electronically mail a 'Post Event Comment' form to each Special
Events Committee member. The purpose of the form is to gather concerns or suggestions for
improvement while the event is still fresh in everyone's mind. The form shall simply ask: "If
this event were to be held again in the future, what suggestions do you have to improve the
event?" This question shall be answered and returned to the Chair within 5 working days, and all
responses will be included in the event master file.
If the Special Events Committee recommends that an event be discontinued, that
recommendation, along with the committee's supporting comments, will be forwarded to the
City Manager for review and action in accordance with Section 22.85 (4) of the Clearwater Code
of Ordinances.
If the City Manager concurs with the committee, the event promoter is notified by certified mail
that future occurrences of the event will not be permitted along with the reasons for
discontinuing the event. Appeals to this decision may be made in accordance with Section 22.86
of the Clearwater Code of Ordinances.
I Revised October 11, 2000
15
SPECIAL EVENTS
SECTION V
CO-SPONSORSHIP
APPLICATION
&
APPROV AL
PROCESS
16
SPECIAL EVENTS
CO-SPONSORSHIP APPLICATION PROCESS FOR SPECIAL EVENTS
1. City co-sponsorship is approved for one year at a time and at one specific level of support.
2. This application process applies to any event desiring to become a Class # 3A - Fees Waived,
Commission Avvroved Event, and may require 11 to 24 months lead time in advance of the event to
complete, depending on the date of submission.
3. Applications for co-sponsorship are accepted between January 15t and November 1st.
4. Sponsor/promoter completes a Special Event Application and a Co-Sponsorship Application.
The completed applications are delivered to the Special Events Committee chairperson prior to
November 1st of any given year.
5. The committee chair reviews the applications for completeness and works with the applicant to secure
any amplifying information necessary to properly evaluate the request.
6. All completed requests received will be forwarded to the Co-Sponsorship Review Sub-committee
members not later than November 15 of the same year.
7. Committee members shall have approximately 30 days to review all applications for co-sponsorship.
8. On or about December 15, the Co-Sponsorship Review Sub-committee shall meet to discuss, evaluate
and recommend the level of approval of each application received. Evaluation of the co-sponsorship
applications shall be made using the approved Co-Sponsorship Evaluation form and procedure.
9. All applications received shall be listed on one list.
· They are to be prioritized on merit.
· The event with the greatest merit shall be listed first.
· The committee will decide the recommended cutoff point for awarding co-sponsorship.
· The event date(s) and the level of co-sponsorship shall be listed to the right of each event. This
level of co-sponsorship must include cash contributions and in-kind costs.
10. The total cost requested for each event shall be listed on the form, as well as the committee's total
recommended level of co-sponsorship.
11. The final list will be submitted to the City Commission as an agenda item for a regular meeting
during the month of February.
12. Once approved for co-sponsorship by the City Commission, all departments involved in, or affected
by this event will be expected to identify and budget for these events for the next fiscal year
beginning on October 1.
13. Once a level of co-sponsorship is approved for an event, and the budget process has been completed,
that level of City funding may not be increased: all additional costs or unforeseen expenses must be
borne by the promoter.
14. If the City Commission or City Manager make exception to this process and approve a non-budgeted
co-sponsorship, a specific funding source must be identified by the Commission or Manager to cover
the City' expenses.
15. The value of the co-sponsorship provided shall be reviewed by the special events committee within
30 days of the completion of the event and a written recommendation made to the City Manager to
support, modify or deny future request for city co-sponsorship of the event in accordance with Article
III, Section 22.87.(2) of the Clearwater Code of Ordinances.
EXAMPLE CO-SPONSORED APPLICATION PROCESS TIME-LINE
St rt
Applicati on Period
Committee
Review
Period
Approval & Budgeting - EVENT YEAR
January - October
Nov- Jan
February - September
October 2001
Septem ber 2002
2000
2001
2002
17
I Revised October 27, 2000 I
SPECIAL EVENTS
SECTION VI
COMMITTEE
MEMBERSHIP
&
RESPONSIBILITIES
18
SPECIAL EVENTS
SPECIAL EVENTS COMMITTEE MEMBERSHIP
Chair
Vice Chair
Recording secretary:
Appointed by the City Manager
Nominated by Chair, approved by City Manager
Appointed by Chair
As a minimum, committee membership shall consist of at least one representative from each of
the following departments:
. City Clerk
. Clearwater Gas
· Development Services - Community Response Team, & Permitting & Inspections
. Fire
. Legal
. Library
. Marine
· Parks and Recreation: Programming, Special Events, & Parks and Beautification
· Planning - Development Review, & Neighborhood Services
. Police
· Public Communications & Marketing
. Public Works Administration: Parking & Traffic Operations
. Risk Management
. Solid Waste Administration
Key contacts: In addition to regular committee membership, a list of other key staff members
shall be maintained by the chair to ensure the maximum level of communication possible with
regard to special events and related issues. Committee members are responsible for informing
the chair of these designees. Key contacts and committee members may be changed at any time
at the discretion of the department director.
Meetings: Whenever possible, special event committee business should be conducted by
electronic mail. Meetings may be called on an as needed basis by the committee chair. Any
committee member may forward requests for a meeting to the chair at any time. The meeting
request should include the agenda item(s) and any related time deadlines.
Records: The official records of all special event activity shall be kept in accordance with City
& State record management guidelines. As a convenience to committee members, copies of all
electronic documents pertaining to pending special events are to be kept in the Special Events
public folder. This folder can be located in Outlook under:
+ Public Folders
+ All Public Folders
+ Parks & Recreation
+ Special Events
+ {Event #} {and other relevant folders}
I Revised October 17, 2000 I
19
SPECIAL EVENTS
COMMITTEE ROLE & RESPONSIBILITIES
Committee assignment:
· Actively participate as a team to implement the procedures set forth in this manual.
· Promulgate changes to this manual and to the Special Events Ordinance as needed.
· Recommend appropriate fees and deposits to the city manager for approval.
· Participate pro actively in the application evaluation process and express concerns to the
committee and the applicant before they become problems. Evaluate:
· The appropriateness of the event for the City of Clearwater without infringing on an
applicant's first amendment rights.
· The appropriateness of the venue requested.
· . The timing of the event as it relates to other known events and activities.
· The ability of City resources to properly support the event.
· The cost of the City resources required and the fees and deposits required to assist in
cost recovery.
· Closely monitor the conduct of the event, as appropriate:
. To ensure public safety
. Protect City equipment and property
· To comply with all applicable laws, conditions, restrictions, & limitations.
· Participate in a post-event review process to determine the overall value of an event, and
recommend the approval, modification, or discontinuance of events as appropriate for
any future dates.
· Prepare agenda item in January for events to be funded during the following fiscal year
and submit for approval by city commission in February.
· Maintain a special events web page on the City's Internet site which includes:
. Event classifications;
· Venues available;
. The special event application process; and
. A schedule of special events.
Revised October 3. 2000
20
SPECIAL EVENTS
SECTION VII
DEPARTMENTAL
ROLES
&
RESPONSIBILITIES
21
SPECIAL EVENTS
DEPARTMENTAL ROLE & RESPONSIBILITIES
GENERAL ROLES AND RESPONSIBILITIES - Each department shall:
· Define their departmental role and responsibility in the special event process.
· Assign one or more representatives to the special events committee.
· Provide representation at all special events committee meetings.
· Develop and maintain forms specific to that portion of the special event application process
relating to their department.
SPECIFIC ROLES AND RESPONSIBILITIES:
· CITY CLERK DEPARTMENT
· The City Clerk Department has developed a procedure to invite elected officials and other public
figures to City events and functions, ensure they receive appropriate recognition during the
events, and help them feel integral to the proceedings.
· The City Clerk Department has written guidelines that will provide for: 1) notifying, inviting, and
confirming attendance of elected officials and other public figures at City events and functions;
and 2) staging the events with a specific introduction period and correct recognition protocol.
· A coordinated effort among all departments is needed to ensure the City Clerk Department
receives timely notification of events with as much lead time as possible, in order to process the
appropriate invitations. Please cooperate with the City Clerk Department to: 1) determine which
dignitaries you wish to invite and their requested role (if any); 2) observe appropriate etiquette in
hosting the dignitaries, and 3) coordinate with both Public Communications and Marketing and
the City Clerk Department to publicize the events.
· CLEARWATER GAS
· Fees may be charged for some or all of these services.
· CGS will provide equipment and staffing to support the LP requirements for designated vendors
at pre-approved events.
· CGS will provide equipment and staffing for set up and tear down of LP related equipment at pre-
approved events.
· CGS is not responsible for the maintenance of vendor supplied equipment at events where we
supply LP.
· CGS will assist the Fire Department in code compliance as related to vendors cooking equipment.
· DEVELOPMENT SERVICES/COMMUNITY RESPONSE TEAM
· Deals with code compliance and enforcement related issues such as permits, signage, outdoor
sales, and parking issues.
· DEVELOPMENT SERVICES/PERMITTING & INSPECTIONS - Contact for:
· Erection of tents 10 x 10 or larger
· Erection of bleachers
· Sale of merchandise, food, arts & crafts, etc.- to obtain license
· Private promotion - promoter's license required
· Electrical servicesILighting - permits and inspections required
Revised October 4, 2000
22
SPECIAL EVENTS
. FIRE DEPARTMENT
· Responsible for the regulation and control of Special Events and Special Uses insuring a
reasonable level of fire and life safety, and property protection from hazards created by fire and
explosion. We provide state of the art Emergency Medical Services assuring our citizens and
visitors a high quality of public safety.
· LEGAL DEPARTMENT
· Review of applications and approval letters for any legal concerns
· Police Legal Advisor to review those applications which may involve Police Department and first
amendment issues, e.g., placement of demonstrators/event participants
· Draft or review ordinance amendments to special events, alcohol sales, and city property use
Code sections
· Review form of contracts between City and special event applicants
· Advise as to liability issues which may arise as to particular special events
· Respond to any litigation arising out of special events
· Prepare volunteer release forms
· MARINE DEPARTMENT
· Coordinate safety issues with special event promoters for special events on Clearwater Beach.
· Work closely with the Police and Fire Departments during such events to insure the safety of all
concerned.
· PARKS AND RECREATION - PARKS & BEAUTIFICATION will provide
· Staffing and equipment as necessary to support an event with the following services: oversight of
venue set-up prior to an event and clean-up after an event,
· Electrical activation, deactivation and related support services,
· Trash receptacles & liners, and assist with dumpster arrangement and placement,
· Trash removal and park venue restoration as necessary.
· Note: fees may be charged for some or all of these services.
· PARKS AND RECREATION - SPECIAL EVENTS SECTION
· Interviews potential special event applicants prior to completing and submitting an application to
clarify the entire application process.
· Determines which application formes) are appropriate and provides the relevant forms to the
applicant.
· Serves as the primary point of contact between the City and the applicant from the time an
application is approved until the post event form has been received.
· Provides oversight as needed with the setup, use, and breakdown of event venues.
· CLEARWATER BEACH EVENTS ON THE SAND: Since 1998, the City of Clearwater has
been successful in obtaining a State of Florida Field Permit from the Department of
Environmental Protection. This blanket permit allows the City to approve events on Clearwater
Beach without requiring each individual promoter to obtain an individual permit for each event.
The applicant will submit a completed form known as the "Worksheet of Proposed Beach Special
Event Review". This form will be reviewed by City staff in conjunction with the required
scaleable aerial site plan of the event layout proposed. This plan must clearly show all proposed
structures, stages, poles, fencing, walkways, platforms any other materials that will remain on the
beach overnight. Marine Turtle Nesting Season begins on May 1st and ends on October 31st.
Any special event planned for this period shall require an additional approval from the Bureau of
Protected Species. The Worksheet will be forwarded to the Bureau a minimum of 30 days in
advance of the event. The City must receive this approval from the Bureau prior to any event set-
23 I Revised October 27, 2000 I
SPECIAL EVENTS
up actIvIty. Failure to receive this State approval will revoke City approval for the event. Some
additional things to remember:
· We cannot allow any grading of the beach, except by DEP granting a special permit with
City approval. The beach must remain in a natural state.
· During Marine Turtle Nesting Season, there are restrictions concerning anything left on the
beach overnight. Anything that you wish to leave overnight must have the approval of the
Bureau of Protected Species.
· Hours of the event during the Marine Nesting Season are limited to dawn-to-dusk because of
the adverse effects of coastal lighting on marine turtles.
· Copies of the Worksheet shall be forwarded to Marine Turtle Permit Holder (currently this is
the Clearwater Marine Aquarium) for their review.
· All events seaward of the Coastal Construction Control Line shall be sited no closer than 100
feet to the beach tidal zone. This means that storms and other tidal movement could effect
the usable area of the beach and may cause relocation, reduction in size of the event or some
other impact. The City will provide a contact person to coordinate the implementation of the
approved site plan.
· All event activity shall stay ten (10) feet away from any existing vegetated dune area.
· A copy of the DEP Standard Field Permit Conditions and the Marine Turtle Protection
Guideline shall be attached to the approval letter from the Bureau of Protected Species
clearly indicating all limitations and restrictions to the promoter, their staff, participants
and/or guests.
· The approval of an event does not allow infringement upon the concessions licensed by the
City to serve the public on the beach.
· Clearwater Beach is to remain open and operational during a special event unless otherwise
approved by special permit.
· PLANNING DEPARTMENT I DEVELOPMENT REVIEW DIVISION
· To provide a project review framework that is flexible and predictable.
· Ensure that special events/temporary uses are compatible with adjacent land uses and consistent
with the city's goals and objectives.
· PLANNING DEPARTMENT I NEIGHBORHOOD SERVICES - Processes and manage
all applications for Block Parties.
· POLICE DEPARTMENT
· The Special Operations Section of the Clearwater Police Department is responsible for assisting
Parks and Recreation with the special event process.
· The Clearwater Police Department is responsible for traffic, security, crowd control issues and
amplified sound.
· Due to the fact that each special event is different, the Special Operations Commander will
discuss with the applicant their particular needs. If the event is occurring on city park property
and amplified sound will be used, the Special Operations Commander will generate a sound
permit. The sound permit will be approved by the Deputy Chief of Police Operations and mailed
to the applicant.
· If the applicant is in need of extra-duty officers, the Special Operations Commander will also
assist the applicant with scheduling the proper number of officers for their event.
· The Special Operations Commander will work directly with a representative of the Parks and
Recreation Department on large co-sponsored events to ensure that all police issues are
addressed. The Special Operations Commander processes large traffic type events, i.e. parades
and runs, however, the Traffic Section Commander is responsible for all planning and logistic
issues. 24 I Revised October 27, 2000 I
SPECIAL EVENTS
· PUBLIC COMMUNICATIONS AND MARKETING
· PC&M will participate at the request of the City Manager, when necessary, to publicize events.
· Departments should notify PC&M of major events several months in advance.
· PUBLIC WORKS ADMINISTRATION: PARKING
· The parking system is responsible for all city-owned "pay" or "timed" parking located throughout
the City. This parking includes all metered, cashier-operated parking lots or garages, timed
spaces, etc.
· Any event that requires the use of City-owned parking must pre-arrange and pre-pay for the use
of such parking. Parking fees are based upon the current daily rates at each individual location.
· The Parking System will evaluate each request for parking on a case-by-case basis. In many
situations there is limited parking in the areas of the designated venues and the requested number
of parking spaces may not always be possible.
· Depending on the location of the parking, the City will ensure the spaces are available for the
event or provide adequate means for the event to secure the available required parking.
· PUBLIC WORKS ADMINISTRATION: TRAFFIC OPERATIONS
· Process all requests for temporary road closures, and notifies Pinellas EMS, PST A, and City
Police and Fire Departments via fax thereof.
· Develops maintenance of traffic (MOT) plans prior to closure of roads.
· Provides barricades, signs and other traffic control devices and the vehicles and personnel
necessary for the setup of road closures.
· Applies for and obtains FDOT approval for closure of State Roads.
· Provides the re-timing of traffic signals in the vicinity of event to maintain traffic flow.
· Provide signs directing public to City-owned parking facilities
· RISK MANAGEMENT
· Insurance requirements are mandated in certain situations by City Ordinance 22.82, therefore the
presence of Risk Management personnel is not necessary at meetings of the Special Events
Committee. Risk Management personnel are available to respond to insurance-related concerns
raised by the Special Events Committee through its Chairperson.
· SOLID W ASTEIRECYCLING DEPARTMENT
· The Solid Waste/Recycling Department, Operations Section has the responsibility for
coordinating the solid waste removal from special event venues.
· Contact with the operations section at 727-462-6650 should be accomplished two weeks prior to
the scheduled event, but not later than one week prior to the event.
· Assistance with determining size and frequency of collection of the dumpster or roll-off and
appropriate information concerning the amount and securing of deposits will be the responsibility
of the operations section manager.
· The Solid Waste/Recycling Department will provide, as required, and related reports for cost of
in-kind services for City of Clearwater sponsored events.
25
I Revised October 17, 2000 I
ATTACHMENT 'A'
SPECIAL EVENT
ORDINANCES
26
ORDINANCE NO. 6679-01
AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA,
RELATING TO SPECIAL EVENTS; AMENDING SECTION 22.72
TO ADD DEFINITIONS; AMENDING SECTION 22.82, SPECIAL
EVENT APPLICATIONS, AND AUTHORIZING THE CITY
MANAGER TO SET APPLICATION FEES; AMENDING SECTION
22.83, CONDITIONS; AMENDING SECTION 22.84 TO PROVIDE
THAT THE CHIEF OF FIRE SHALL RECEIVE A COPY OF
APPLICATIONS; AMENDING SECTION 22.85, GROUNDS FOR
DENIAL; AMENDING SECTION 22.86, APPEAL OF DENIAL;
AMENDING SECTION 22.87, REVOCATION; AMENDING
SECTION 22.89 REGARDING ALCOHOLIC BEVERAGE
SPECIAL EVENT PERMITS; AMENDING SECTION 22.90 TO
DELETE THE CONDITION THAT ALCOHOLIC BEVERAGE
SPECIAL EVENT PERMITS MUST BE ISSUED IN
ASSOCIATION WITH A PUBLIC EVENT; PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City of Clearwater Special Events Committee has studied the
implementation of the Special Events Ordinance and has recommended amendments to
said Ordinance; now, therefore,
BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY
OF CLEARWATER, FLORIDA:
Section 1. Section 22.72 of the Code of Ordinances is hereby amended to read
as follows:
See. 22.72. Definitions.
*****
Special event means any meeting; activity; parade; gathering; group of persons,
animals, or vehicles; or a combination thereof, having a common purpose, design or
goal, upon any public street, sidewalk, alley, park, beach or other public place or
building, which special event substantially inhibits the usual flow of pedestrian or
vehicular travel or which occupies any public area or building which results in
preemptive use by the general public or which deviates from the established use. The
27
Ordinance No. 6679-01
term "special event" shall not be construed to include a block party or a Park Usaqe
event.
Special Uses as defined in NFPA 1. Fire Prevention Code. as adapted by Code of
Ordinances Sections 17.32 and 17.33. Special uses shall include, but not be limited
to, events or occurrences where threateninq life safety situations or fire hazards exist or
are likely to exist as determined by the authority havinq iurisdiction
City Co-sponsorship means a specifically identified level of support authorized by the
City Commission intended to assist the primary event promoter with the production of
an event. This support may range from the use of the City of Clearwater name and
loqo to cash contributions and/or in-kind City support services. The specific level of co-
sponsorship shall be clearly specified in the approval letter. This co-sponsorship
authorization is valid for one year at a time.
Section 2. Section 22.82 of the Code of Ordinances is hereby amended to read
as follows:
See. 22.82.
a)
Q}
b
(3)
(b) The purpose of the special event;
(c) If the special event is proposed to be conduoted for, on behalf of, or by an
organization, the names, addresces and telephone numberc of the he3dquarterc
of the organization and of the authorized and responsible heads of cuch
organization;
28
Ordinance No. 6679-01
(d) Tho ultimato UEO of not procoodE from the Epocial ovent;
(0) Tho name, addreEE and tolophono number of tho person who will bo
roEponsible for conducting the Epocial ovent;
(f) Tho dateE whon tho spocial ovont is to bo conductod, tho hours of Euoh
ovent and the location;
(g) Tho oEtimatod numbor of partioipantE or thoso othor\viEO attonding, and
tho oEtimatod numbor of vohiolos participating or parking noar the o'.'ont. If tho
ovont is a parado, tho oEtimatod numbor of units in oach category, such aE band,
marching units, floats, cars, etc.;
(h) The numbor, tYPOE, location and proviEion for toilot faoilitios during tho
ovont;
(i) A Etatomont dosoribing what portion of any stroot will bo occupiod by tho
evont;
U) Whother any mUEic will bo provided, tho hours of duration and location of
such bands or 10udEpeakors, along with tho numbors and typos of such
amplifiors or other such dovicos;
(k) Location of assembly and disbandmont areas for tho ovent and proposed
time of assombly and diEbandment;
(1) Provisions for cloanup after tho concluEion of tho spocial ovont;
(m) Pro'lisionE, if any, for security, traffic control and crmvd oontrol;
(n) Intont to have food and drinkE and '.vhothor or not Euch food or drinks will
~~~I~~g~~1~f~~~~I~of~~ ~~os~~~~r~u~~o~~~ ~~I~~~; and
(0) Provisions for any neodod oloctric powor;
(p) 'Nhothor admiEEion fooE 'Nill bo ohargod or prizos givon and tho dollar
amounts involvod;
(q)
ru Provision of a policy of liability insurance shall be required where the special event
involves more than 50 persons or vehicles, naming the city as an insured in the
amount of $500,000.00. In the case of parades, the insurance will cover the
assembly area in addition to the parade route. If vehicles are to be used in a
parade, proof of vehicle liability insurance must be provided by the owners of such
vehicles.
(4) The applicant shall agree to a full and accurate post event report and submit the
post event provide report within 30 days four wooks subsequent to the event.. Failure
to comply with this requirement may ieopardize approval of future special event
applications from this applicant. containing rocoiptE, disbursomontE, numbor of
participants, and other data includod on the application.
29
Ordinance No. 6679-01
(5) The city manager shall waive the requirements of insurance contained in
subsection (3)(q) of this section where the applicant presents evidence of
financial disability or inability to obtain an insurance company that will provide the
insurance. Financial disability shall mean lack of present funds with which to pay
the premium associated with the policy of insurance described in this section.
(6) The city manaqer shall have the authority to charqe a reasonable special
event/cosponsorship application fee to cover administrative costs of processinq.
Section 3. Section 22.83 of the Code of Ordinances is hereby amended to read as
follows:
See. 22.83. Conditions.
Permits issued pursuant to this division shall be subject to the following conditions:
(1) A permit may be revoked upon discovery by the city manager that any of the
conditions set forth in section 22.85 exist.
(2) Special eyents may ~:>nly be. c;lp'prqved for daylight hours except in areas
possessing appropnate artificial light.
ru The chief of police or the fire chief may stop a special event if the continuance of
the event endanqers life or proEert~.~~~~ ~ broach of the peace is occurring or
an activity in the nature of a rio-ha- -----8-
(4) The public forum area is to be left clean and undamaged following any special
event.
(5) The city manager shall have the authority to restrict, limit or prohibit the use or
construction 01 platforms, chairs, or other equipment if he finds that their use
would result in damage to city property or constitute a hazard to safety or would
block or infringe upon some other lawful use of the public property.
(6) The grant of the permit shall not entitle the applicant to violate any other general
park rules or regulations, or regulations applicable to the use of public property
adopted by ordinance.
The cit mana er shall have the authorit to a rove the level of fees or A
eposlt~ require were a request IS ma e to use city services, Of
equipment, or property for a special event.
(8) The conduct of the event will not substantially interrupt the safe and orderly
movement of other traffic contiguous to its route.
(9) The conduct of the event will not require the diversion of so great a number of
police officers of the city to properly police the line of movement and the areas
contiguous thereto as to prevent normal police protection to the city.
(1 O)The conduct of the event will not require the diversion of so great a number of
ambulances and fire rescue units as to prevent normal ambulance and rescue
service to portions of the city other than that to be occupied by the proposed line
of march and areas contiguous thereto.
(11 )The concentration of persons, animals and vehicles at assembly points of the
event will not unduly interfere with proper fire and police protection of or
ambulance service to areas contiguous to the assembly areas.
30
Ordinance No. 6679-01
(12)The conduct of the event will not interfere with the movement of fire fighting
equipment en route to a fire.
(13)The conduct of the event is not reasonably likely to cause injury to persons or
property, to provoke disorderly conduct or create a disturbance.
(14)The event is scheduled to move from its point of origin to the point of
termination expeditiously and without unreasonable delays en route.
(15)Reimbursement to the city for expenses and fees charged for a prior such event
or parade.
(Code 1980, ~ 116.36: Ord. No. 6061-96, ~ 1,7-18-96: Ord. No. 6211-97, ~ 1,11-20-
m
Section 4. Section 22.84 of the Code of Ordinances is hereby amended to read
as follows:
Sec. 22.84. Certain officials to receive copy.
Immediately upon the issuance of a special permit, the city manager, or designee, shall
send a copy thereof to the following:
(1) City attorney;
(2) Traffic engineer;
(3) Parks and recreation director;
(4) Chief of police;
(5) Harbormaster~.,.
(6) Chief of Fire.
Section 5. Section 22.85 of the Code of Ordinances is hereby amended to read
as follows:
Sec. 22.85. Grounds for denial.
(1) Within fifteen taR business days of the filing of the application for a special event
permit, the city manager shall send the applicant written notice by regular United States
mail of the action he nas taken on the application and the specific reasons therefor. The
permit for the special event shall be granted unless one or more of the following
conditions is found to exist:
(a)
~~?
~~~
(f)
(g)
The application is incomplete in a material respect.
The application has been fraudulently completed.
A prior permit has already been issued for the same area requested within
the same calendar montn.
The application is not for an available public area.
An adjacent public area has already been scheduled for use at the same
time and simultaneous uses cannot be accommodated.
The estimate of the anticipated attendance is in excess of the maximum
designated as allowable for the area.
The chief of police has factual knowledge that the applicant or sponsoring
group specifically intends to cause or create imminent lawless actions in
connection with the special event. Anticipated violence on the part of
persons unassociated with the applicant or sponsoring group shall not be
considered.
31
Ordinance No. 6679-01
(h) Chief of Fire has knowledqe that a special event fails to comply with
applicable fire and life safety laws and IS considered a danqer to public
health, safety and welfare.
(2) Where denial occurs by reason of the conditions set forth in subsections (1 )(c)
through (f) of this section, the city manager shall inform the applicant of the existence of
a reasonable equivalent site, if available and uncommitted, which shall be held for the
applicant for a.period of five business days, pending reapplication by the applicant for
the alternate site.
(3) Nothing contained in this section shall permit the city manager, or designee, to
deny a permit based upon political or religious grounds or reasons.
(4) Within sixty business days of the completion of a special event the city manager
shall send the applicant written notice by reqular United States mail of any action he
has taken to deny future occurrences of this event and the specific reasons therefor. A
permit for a future occurrence of this special event shall not be qranted for one or more
of the followinq conditions:
(a) The previous event application was incomplete in a material respect
causinq undue hardship upon the resources of the City of Clearwater.
(b) The application had been fraudulently completed and misrepresented the
intent and conduct of the event.
(c) The applicant failed to comply with the conditions stipulated in the
approval letter.
(d) The venue is no lonqer available for an event of that classification..
(e) The event is not compatible with the adiacent public or private area.
(f) The estimate of the anticipated attendance is in excess of the maximum
desiqnated as allowable for the area.
Section 6. Section 22.86 of the Code of Ordinances is hereby amended to read
as follows:
Sec. 22.86. Appeal of denial.
(1) An applicant denied a special event permit required by this article may appeal
the decision of the city manager to the city commission by filing a written notice of
appeal with the office of the city manager within five business aays of the mailing of the
decision of the city manager denying tne permit.
(2) Such appeal shall be heard and decided by the city commission within seven
days of the filin~ of the aPReal at the next reqularfy scheduled city commission meetinq.
The applicant s all be notified 24 hours before the hearing. Such applicant may ap~ear
at the hearing in person and be represented by counsel. Evidence on the applicant s
behalf may be presented at such hearing. The city manager shall state his reasons for
denying the permit and shall provide any other eVidence supporting such denial. The
city commission shall have authority by a vote of a majority of its members to affirm,
reverse or modify the decision of the city manager. Such decision shall be in writing and
contain the reasons therefor. The deciSion in written form shall be mailed to the
applicant within ten days of the filing of the appeal. Failure of the city commission to
decide the case within seven days, or mail its decision within ten days, shall operate as
an automatic reversal of the city manager.
(3) Denial of City co-sponsorship applicants shall not be subject to appeal.
Section 7. Section 22.87 of the Code of Ordinances is hereby amended to read
as follows:
32
Ordinance No. 6679-01
Sec. 22.87. Revocation.
(1) The city manager shall have the authority to revoke a special event permit issued
pursuant to this division upon violation of the standards for issuance prescribed in
this division. During the event, the chief of police or the chief of fire shall have the
authority to order a ceasing of the event should the continuance of such event
contribute to public disorder or endanger life or property or he finds that the
application was fraudulent in any manner.
b
d
e
f)
Section 8. Section 22.89 of the Code of Ordinances is hereby amended to read as
follows:
Sec. 22.89. Alcoholic beverage special event permit; city property or
sponsorship.
(1) Sale and/or consumption of alcoholic beverages at a special event located on
property owned by the city and Gf where the city is a sponsor or co-sponsor of the event
may be authorizea by issuance of an alcoholic beverage special event permit.
(2) A person seeking approval for such sale and/or consumption activity shall file a
separate application witn the city manager, or designee, on forms provided by the city.
(3) The application shall be filed not less than 15 days prior to the proposed special
event.
(4) The application for an alcoholic beverage special event permit shall include, in
addition to any information, which is required under section 22.82, the following
information:
(a) Diagram depicting areas within the event venue within which beverage
sales are to occur.
(b) Documentation of state alcoholic beverage licensing.
Section 10. Section 22.90 of the Code of Ordinances is hereby amended to read
as follows:
Sec. 22.90. Conditions; alcoholic beverage special event permit.
Permits issued pursuant to section 22.59 for sale and/or consumption of alcoholic
beverages at a special event shall be subject to the following conditions in addition to
those contained In section 22.83:
*****
33
Ordinance No. 6679-01
(5) The proposed sales and/or concumption activity must be assooiated 'A'ith a public
event.
*****
Section 11. This ordinance shall take effect immediately upon adoption.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
Brian J. Aungst
Mayor-Commissioner
Approved as to form:
Attest:
Leslie K. Dougall-Sides
Assistant City Attorney
Cynthia E. Goudeau
City Clerk
34
Ordinance No. 6679-01
ATTACHMENT 'B'
SPECIAL EVENT
VENUES & MAPS
35
BEACH #1: Rockaway Venue
--200' x 400' = 80,000 sf
(1.8 acresMOL)
Clearwater Beach
SPECIAL EVENTS
VENUES
BEACH #2: North Pier 60 Venue
--200' x 250' = 50,000 sf
(1.1 acres MOL)
BEACH #3: South Pier 60 Venue
--200' x 400' = 80,000 sf
(1.8 acres MOL)
40' Wide
Emergency
Beach Access
BEACH #4: S. Gulfview Venue
--80,000 sf (1.8 acres MOL)
BEACH #5: Adams Mark Venue
-- 150' x 560' = 84,000 sf
(1.9 acres MOL)
No more than 2 of the 5 venues may be
used at anyone time.
N
t
36
BEACH #1 - ROCKAWAY VENUE:
200' (E-W) X 400' (N-S) = -80,000 SF (1.8 Acres MOL)
..... North
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37
BEACH #2 - NORTH PIER 60 VENUE:
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38
BEACH #3 - SOUTH PIER 60 VENUE:
A = 200' (E-W) x 400' (N-S) = -80,000 SF (1.8 Acres MOL)
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BEACH # 4 - SOUTH GULFVIEW VENUE:
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40
BEACH #5 - ADAM'S MARK VENUE:
-150' (E-W) X -560' (N-S) = -84,000 SF (1.9 Acres MOL)
Must stay at least 200' south of South Beach Pavilion.
41
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[$lit ..:l:MI.',;'j _-_ .1 . I" I_V~Bk.~. .1f'B'
ATTACHMENT 'c'
SPECIAL EVENT
FEE SCHEDULE
44
SPECIAL EVENTS
ATTACHMENT 'c'
FEE SCHEDULE & PAYMENT PROCEDURE
FEES
1. Processing fees (non-refundable)
· Class 1 - Private special event application ................................................... $100
· Class 2 - City sponsored special event application ...................................... Exempt
· Class 3 - City Co-sponsored special event application ................................ $100**
· Class 4 - Park usage application (resident groups only) .............................. Exempt
· Class 5 - Block Parties.................................................................................. Exempt
· Application for city co-sponsorship.. ............................................. ............... $200* *
2. Security deposits (refundable if not used)
· Class 1 - Private promotion .................. As needed based upon past performance
· Class 2 - City sponsored ............................................................................. Exempt
· Class 3 - City Co-sponsored......................................................................... Exempt
· Class 4 - Park usage agreements.................................................................. Exempt
· Class 5 - Block Parties.................................................................................. Exempt
3. Beach venue rentals for class #1 - Private events
· Set up & breakdown (per day per venue used) ............................................. $200
· Event days (per day per venue used) ............................................................ $300
4. Electrical consumption......................................................................... .......... ..... $0.10/KWh
5. Overtime rates (electricians, EMS, Life Safety, PD)..................... as set by department
6. Permits... ... ... .. . ... . ..... ........................ ..... . ... . .. ... . ........ ..... as set by department
** May be waived as an element of City co-sponsorship
PAYMENT S
All fees and deposits shall be submitted to the City of Clearwater as they become known during
the application and pre-production process. All fees and deposits must be paid prior to the
scheduled event. Additional fees incurred during and subsequent to the event will be paid
promptly within 30 days of the invoice date. All checks shall be made payable to the "City of
Clearwater" .
Fines, penalties and interest accruing and resulting from a failure to comply with permit
requirements will be the sole responsibility of the event sponsor/promoter filing the event
application.
Note: Beach venue rental charges cover the cost of the following services:
· Inspections related to DEP permit.
· Activation & deactivation of existing electrical service.
· Parks Worker(s) assigned to venue on event days.
Revised October 27, 2000
45
1800-0337
1800-0338
1800-0339
1800-0340
1800-0341
1800-0342
1800-0343
1800-0344
ATTACHMENT 'D'
SPECIAL EVENTS
FORMS
Application for Special Event
Application for City Co-sponsorship
Special Events Committee Notification E-Form
Approval Letter & Checklist
Post Special Event Report
Special Event Evaluation & Renewal Form
Special Events Estimate Costs & Reimbursement Request
Sample Sound Permit Letter
Brochure: The Clearwater Special Events Process
Examples of event related brochures:
. Guide to Temporary Food Service
. Planning Medical Services for Your Event
. Planning Fire Prevention & Life Safety
. Planning for Alcohol Use at Your Event
. Planning for Use of Public Roads & Sidewalks
. Planning to Recycle & Reduce Waste
46
DRAFT, 10/04/00
CITY OF CLEARWATER
APPLICATION FOR SPECIAL EVENT
Applications must be received by the chair of the special event committee at least 30 calendar days prior to event but
not more than one year. Per Chapter 116, City of Clearwater Code of Ordinances, the 15-working day period for
City Manager review does not begin until the completed application, including all required attachments, has been
submitted.
GENERAL EVENT INFORMATION: (please print)
DATE OF APPUCATION:
NAME OF EVENT:
DATE (S) OF EVENT:
ALTERNATE DATE (S) OF EVENT:
LOCATION OF EVENT:
HOURS OF EVENT:
DESCRIPTION OF EVENT:
Number of participants:
PURPOSE OF EVENT:
, Number of spectators:
APPLICANT:
If an Orsranization:
NAME OF ORGANIZATION:
ADDRESS:
PHONE:
AUTHORIZED PERSON IN CHARGE:
ADDRESS:
PHONE: Home . Work
E-MAIL:
. FAX
If an Individual:
NAME:
ADDRESS:
PHONE #: Home
E-MAIL:
, Work
,FAX
.ginal completed application to be filed in accordance with City & State record retention guidelines by the Chair of the special events
committee. S:\parks\forms\1600-0337 Application for Special Event.doc, revised 9/2000.
47
~
DRAFT, 10/04/00
This section is to be completed during an interview between the applicant and the special events
committee representative and all additional forms must be submitted prior to the acceptance of this
application:
TYPE OF SPECIAL EVENT: (check one)
o Class lA, private event, closed to the public
o Class lB, private event, open to the public
o Class 2A, City of Clearwater sponsored event
o Class 2B, City of Clearwater department sponsored event
o Class 3A, City of Clearwater co-sponsored event approved by the City Commission
o Class 3B, City of Clearwater co-sponsored event approved under the special development code
o Class 4, City of Clearwater approved Park Usage event
o Class 5, City of Clearwater approved Block Party
SUPPLEMENTAL FORMS REQUIRED:
o Amplified sound
o Fee schedule
o Fireworks
o Food or beverage
o Insurance
o Parades or racing events
o Parking
o Portolets, trash container & cleanup
o Press/media worksheet, class 2 & 3 events
o Protocol worksheet, class 2 & 3 events
o Retail sales and giveaways
o Road or sidewalk closure request
o Security
o Signs and banners
o Tents and/or canopies
o Venue diagram
APPUCANT CERTIFICATION:
I hereby certify that I have read this application and that all information contained herein is true and correct to the
best of my knowledge, information and belief. I agree to comply with all Statutes, County and City Ordinances, ant.
the general instructions stated in this application and the special conditions issued by the City in connection with
the approval of the Special Event contemplated herein.!, and the organization on whose behalf I make this
application, if any, represent, stipulate, contract and agree that we will, jointly and severally, defend, indemnify,
save and hold the City harmless from any and all claims, lawsuits, judgments, and liability for death, personal
injury, bodily injury, or property damage arising directly or indirectly from the exercise of the Special Event Permit
and performance of the Special Event by Applicant, the organization represented by Applicant, its employees,
subcontractors, or assigns, including acknowledges that he/she, together with any organization represented by
Applicant, shall be solely responsible by complying with the terms of the Permit. I further understand that failure
to comply with any of the provisions specified herein, or the unauthorized modifications of any event parameter,
may result in immediate cancellation of this event by City officials.
Sisrned:
Signature of Applicant (Applicant must be 18 years of age or older)
Date
If any questions, please contact Jon Russell, Special Events Committee Chairman at 562-4811 or
Terry Schmidt, Sports & Special Events Manager, 562-4804. Upon completion, please return to the following:
Mr. Jon Russell, Chairman, Special Events Committee
City of Clearwater
P.O. Box 4748
Clearwater, FL 33758
Original completed application to be tiled in accordance with City & State record retention guidelines by the Chair of the special events
committee. S:\parks'\forms\1600-0337 Application for Special Event.doc, revised 9/2000.
48
City Of Clearwater Special Events
APPLICATION FOR CITY CO-SPONSORSHIP FOR FY 2001-2002
(See instructions on reverse side)
GENERAL EVENT INFORMATION:
DATE OF APPLICATION:
NAME OF EVENT:
DATE(S) OF EVENT:
LOCATION OF EVENT:
HOURS OF EVENT:
DESCRIPTION OF EVENT:
TARGET AUDIENCE:
APPLICANT: (The organization promoting or sponsoring the event.)
NAME OF ORGANIZATION:
ADDRESS:
PHONE: , E-MAIL:
AUTHORIZED PERSON IN CHARGE:
ADDRESS:
PHONE, WORK: , HOME:
,FAX:
CITY PARTICIPATION REQUESTED: (Attach additional sheets if desired)
What do you want the City to provide as a co-sponsor?
Why do you want the City to co-sponsor this event?
What are the benefits of co-sponsorship to the City of Clearwater?
Marketing plan attached: 0 Yes, 0 No
A COMPLETED SPECIAL EVENT APPLICATION MUST ACCOMPANY THIS APPLICATION!
Please attach any other pertinent information to this application that will help substantiate your need for
City co-sponsorship.
Completed applications are to be filed in accordance with City & State records management guidelines by the chair of the special
events committee. S:"\parks\forms\1600-0338 Application for City Co-sponsorship, revised 9/2000.
49
(See instructions on reverse side)
The annlication time line:
1. Applications for event co-sponsorship which require financial support either in cash or in-kind
semces:
a) Applications accepted between January 1 and November 1 of the calendar year.
b) The co-sponsorship review committee shall review all applications during November through
January and recommend a level of support for each applicant to the City Commission at the
first meeting in February.
c) The recommendations shall be based upon financial need and overall value to the community.
d) The City Commission shall approve their desired level of support for each applicant and direct
all departments involved to budget the necessary support for the following fiscal year.
e) The City budget is developed between March and August with final Commission approval in
September.
f) Time line diagram for for #1 - #5:
EXAMPLE CO-SPONSORED APPLICATION PROCESS TIME-LINE
S C _milU.
Application Period R ."IiI", Approval &. Budgeting EVENT YEAR
Pori od
S
January - October NOT - Jan February - September October 2001 - Septem ber 2002
2000 2001 2002
2. Applications for co-sponsorship requiring no cash or in-kind services: (e.g. City name or logo use)
may be considered at any time and approved by the City Manager.
3. Applications for co-sponsorship which are deemed to be an extraordinary oDDortunitv for the City of
Clearwater may be approved for co-sponsorship at any time by the City Commission, however, the
Commission must specifically identify the funding source to be used to finance the co-sponsorship
costs.
4. Co-sponsorship is approved at a specific level on a year-to-year basis. Applicants must reapply
annually.
Annlication merit considerations: Applicant must convince the City of all or most of the following:
1. Applicant has the experience. resources and capability to successfully conduct this event (other than
the support requested from the City).
2. The positive economic impacts or benefits to the City of Clearwater.
3. The uniqueness of the event and how this benefits our citizens.
4. There are no other similar events conflicting or competing for venue, participants, or spectators within
a reasonable time frame.
5. The weather is likely to be conducive to the success of the event.
6. The promoter has an effective plan to advertise, market, or otherwise promote the event.
7. There are no unresolved legal issues with the proposed conduct of this event.
8. The event is not politically motivated or sensitive.
Completed applications are to be filed in accordance with City & State records management guidelines by the chair of the special
events committee. S:\parks\forms\1600-0338 Application for City Co-sponsorship. revised 9/2000.
50
IIll..
City of Clearwater
SPECIAL EVENTS NOTIFICATION FORM
Electronic mail template used to notify special events committee members of a new or
modified special events application.
I Approve II Conditional Approval I
{Voting buttons used in response}
To: Special Events Committee, A-List
Subject: Special Event #Ox-xxx: {name}
Event # & Name:
DatefTime:
Location:
# attending:
General descriotion of event:
.
.
Possible soecial concerns:
.
.
Application:
{attach here}
Please review the application at your earliest convenience and let me know of any concerns,
questions or comments. If I do not hear from you as of 9/28/2000, I will assume the event has
your approval.
Jon A. Russell
Chair, Special Events Committee
562-4811
A printed copy of this completed form is to be filed by the chair of the special event committee in accordance with City & State
records retention guidelines. S:\parks\forms\1600-0338 Special Events Notification form, revised 912000.
51
October 4, 2000
Name
Organization
Street Address
City State Zip
Dear:
The Special Events Committee has approved the Event to be held Location on Date of Event. This approval is
conditioned on your satisfying the ## items listed on the attached checklist. It is imperative that you contact those
listed on the checklist and comply with their directives. It must also be understood that you will have to pay for
any required City services and/or permits.
Terry Schmidt, Special Events Director, will serve as your event liaison. He can be reached at 727-562-4804. We
do ask that you complete the provided Post Special Event Form within 4 weeks following your event.
We wish you the best ofluck with your activity and remain available should you have questions or concerns.
Sincerely,
Jon Russell
Chair, Special Events Committee
(727) 562-4811
JR/mpc
cc: Special Events Committee
52
SPECIAL EVENTS CHECKLIST FOR EVENT #
'./ # IF YOUR EVENT INCLUDES: THEN YOU WILL NEED:
I. More than 50 persons or vehicles or fewer Liability insurance coverage in a minimum amount of $500,000,
where risk is involved. naming the City as "additional insured."
2. Food and/or beverages Approval from Division of Hotels and Restaurants
813 272-2200.
3. Erection of tents (permit may be needed) Tent permits: call the City's Planning & Development Dept.
727562-4567 x2563.
4. Erection of bleachers or other structures Building Permits: call the City's Planning & Development Dept.
727 562-4567 x2563.
5. Sale of merchandise, food, arts & crafts, Occupational licenses: call the City's Planning & Development Dept.
etc. 727 562-4567 x2572.
6. Private promotion Promoter's license: call the City's Planning & Development Dept.
727 562-4567 x2572.
7. Traffic, security, crowd control issues Police services: call the City of Clearwater Police Dept
727562-4119.
V ~ fim...a:id"~'~~sfl1:ijf<l~ gall tlt~!~1?epartm~~1~12g.::43.~_1~t;'~~2.,
~""
~ ~"t! tir.<t'$!fetYl~;;I;ij;e~e::R.ey~~ Qallth.e .<;@~.o(~ir~M~'!!' 2g?1.?~~g:1~~l",~:~.!j7g!
<'^' ~,
--
10. Electrical services Approval of, & coordination with the City's Electrical Supervisor,
727 462-6566.
II. Amplified sound Sound permit: call the City of Clearwater Police Dept.
727562-4119.
12. Use of Coachman Park (Park and/or Application and lease or rent from the Parks and Recreation Dept. call
Bandshell) 727 562-4806.
13. Special Event arrangements on Clearwater Approval of, & coordination with Marine Department, call
Beach 727462-6954 or 727 462-6963.
14. Event on "SAND" of Clearwater Beach Department of Environmental Protection (DEP) permit compliance:
call 727 562-4820.
15. Portable toilet facilities Arrange to rent portable toilets from private company. For city
assistance call 562-4804.
16. Closure of road . Approval fm Clearwater Police Dept. 727562-4119.
. Approval fm Public Works Admin. 727 562-4773.
(Ifit is a State Road, a permit & approval from FDOT is required.)
. Approval fm City Fire Marshall, 727 562-4327 x 3028.
17. Debris remaining on City properties Clean up by Parks & Beautification call 727 462-6139,
Dumpster required, call Solid Waste @ 727 462-6650.
18. Closure of sidewalk Approval from Police Dept. call 727 562-4242, ext. _ and
Public Works Administration 727562-4773.
19. .Special parking arrangements Approval and coordination with Public Works Administration
727 562-4774.
20. Fireworks Fireworks permit: call Office of the Fire Marshall 727 562-4327
x3172, and, if over water, approval from the US Coast Guard, call 727
596-8666.
2I. Close/open Memorial Causeway bridge Coordination and approval from US Coast Guard, call 727 596-8666,
and City Harbormaster @ 727 462-6954.
22. POST SPECIAL EVENT REPORT MUST BE SUBMITTED WITHIN 4 WEEKS FOLLOWING
EVENT
Approval of your event is conditioned on your satisfying the items listed below.
NOTE: For other questions on satisfying these requirements, you may contact the Special Events Director at 562-4804.
S: F orms\ J 600-0 J 70A ChecklistforSpeciaIEvent.doclrevised5/3/00
A copy of the signed cover letter and checklist are to be filed by the chair of the special events committee in accordance with
City and State records retention guidelines. S:\parks\forms\1600-0340 Approval Letter & Checklist, revised 9/2000.
53
; Clearwater
Special Event Services
Estimated Costs & Reimbursement Request
-
u
Purpose - To assist Departments in recouping undesignated costs associated with event services. Departments
can provide services at no cost, if they choose to do so.
Definition - Costs to be covered include direct out of pocket expenses, overtime duty and/or staff time required
above and beyond the call of duty. Rental fees re: existing City equipment or use of routinely inventoried supplies
should not be considered.
Procedure - Involved Departments request reimbursement utilizing Event Services Form.
Services & Labor Estimate:
Event Name:
Event Date/s:
Event Location (Specific Locations):
Department Requesting Services:
Department Providing Service:
Estimated Supplies and Materials Costs: $
Estimated Labor Costs: $
-otal Estimated Cost: $
Additional Information:
Times:
Contact:
Contact:
It is understood that final costs may vary from estimates due to unforeseen circumstances. Justification should be
provided with reimbursement request.
Reimbursement Requests:
In order to be considered for reimbursement, request must be completed and retumed to Department requesting services
by 5:00pm on the next business day following the event.
Department Requesting Reimbursement: Contact:
Request for Materials/Supplies Reimbursements:
A brief description must be completed below in order to receive reimbursements of materials and or supplies.
Materials/Supplies
Total Cost
Total Amount Requested:
(Continued on back)
54
Request for labor Reimbursements:
Employee names, identification numbers, hours worked and hourly rate must be completed in the
space below.
Employee Name Employee Hours Hourly Rate Total
1.0. # Worked
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Total Amount Requested:
Reimbursement Authorization:
Materials and Supplies
$
Charge Code:
Labor Costs
$
Charge Code:
Approval Signature:
Title
Date
An official copy of the completed fonn shall be retained in accordance with City and State record retention guidelines. Contact the Special Events Committee at (727)
5624811, or 5624804 if you have questions relating to the use of this fonn. Fonn #18~343 - Estimated Costs and Reimbunement Request Form, revised lOI2OC
55
1" ii" .'/'.L"
" r- -'
,~' ~~:::~. .,..
~ '
C I T Y OF C LEA R W ATE R
POST OFFICE Box 4748, CLEARWATER, FLORIDA 33758-4748
CLEARWATER POLlCE DEPARTMENT, 645 PIERCE STREET. CLEARWATER, FLORII)A 33756
TELEPHONE (727) 562-4336
OFFICE OF THE CHIEF
OF POLICE
Date
Name
Address
City, State, Zip
Dear
This letter will serve as a SOUND PERMIT for the "Name of Event" , to be held as indicated below:
Date and time:
Location:
Contact person:
Name & Phone Number
Furthermore, the applicant agrees to work in compliance with the attached copy of Section 3-1508 of the
Community Development Code of the City of Clearwater. This authorization is revocable upon a valid
complaint.
Sincerely,
DEWEY M. WILLIAMS
Deputy Chief
DMW/rmb
Attachment
BRIAN 1. AUNGST, MA YOR.COMMISSIONER
1. B. JOHNSON. VICE MA YOR.COMMISSIONER BOB CLARK. COMMISSIONER
ED HOOPER, COMMISSIONER ED HART. COMMISSIONER
"EQUAL EMPLOYMENT AND AFFIRN4A TWE ACTION EMPLOYER"
56
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59
. SPECIAL EVENTS
ATTACHMENT 'E'
SPECIAL EVENTS
GLOSSARY
60
. SPECIAL EVENTS
GLOSSARY
"Beach" refers to the special event venues located upon any of the approved sandy areas of
Clearwater Beach.
"Building" means any fully enclosed permanent structure built for the support, shelter, or
enclosure of persons, animals, chattels, or property of any kind. It includes push-carts or
sidewalk cafes for which the sale of Goods, food or beverages has been authorized.
"Canopy" means any temporary 'portable' structure wherein the roof is made of a non-rigid
material and the structure is open on all sides.
"City Co-sponsored Event" means a Class 3 special event in which the City of Clearwater has
entered into a partnership with a Private Event Organizer to jointly conduct, manage, promote,
organize, aid or solicit attendance for a Special Event.
"City-Wide Event" means a Class 2A City of Clearwater organized and sponsored event.
"Commercial Special Event" means any Class 1 Private Special Event organized and conducted
by any Person that does not qualify as a Tax-exempt Non-profit Organization
"Commercial Sponsor" refers to any agency, group, business, individual or organization
providing either cash or in-kind services to help offset the cost of a Special Event.
"Demonstration" means any formation, procession or assembly of seventy-five (75) or more
persons which, for the purpose of Expressive Activity, is:
(a) to assemble or travel in unison on any Street in a manner that does not comply with normal
or usual traffic regulations or controls; or,
(b) to gather at a public park or other public area.
"Event" includes a Special Event or a Demonstration.
"Event Organizer" means any Person who applies for, conducts, manages, promotes, organizes,
aids or solicits attendance at a Special Event conducted upon, or significantly affecting the
normal use of City-owned or City-controlled property.
"Expressive Activity" includes conduct, the sole or principal object of which is the expression,
dissemination or communication by verbal, visual, literary or auditory means of opinion, views
or ideas and for which no fee or donation is charged or required as a condition of participation in
or attendance at such activity. It includes public oratory and distribution ofliterature.
"Goods" means goods, wares, personal property, merchandise, or any other similar item which is
generally sold.
"Gross Revenues" means the sum of all revenues received by an Event Organizer for a Special
Event, including, but not limited to, cash receipts, licensing, sponsorships, television, advertising
and similar revenues, and concessions.
"Non-Commercial Special Event" means any Special Event organized and conducted by a
Person that qualifies as a Tax-exempt Non-profit Organization. "Sidewalk" means that portion of
a highway, other than the roadway, set apart by curbs, barriers, markings or other delineation for
pedestrian travel.
"Private Event" means any Special Event not sponsored in any way by the City of Clearwater.
"Sign," means any sign, pennant, flag, banner, inflatable display, or other attention-seeking
device.
"Special Event" means:
(a) any organized formation, parade, procession or assembly consisting of seventy-five (75)
or more Persons, and which may include animals, vehicles or any combination thereof,
which is to assemble or travel in unison on any Street which does not comply with
normal or usual traffic regulations or controls; or,
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. SPECIAL EVENTS
(b) any organized assemblage of seventy-five (75) or more Persons at any public beach or
public park which is to gather for a common purpose under the direction and control of a
Person; or,
( c) any other organized activity conducted by a Person for a common or collective use,
purpose or benefit which involves the use of, or has an impact on, other public property
or facilities and the provision of City public safety services in response thereto.
(d) Examples of Special Events include concerts, parades, circuses, fairs, festivals, block
parties, community events, mass participation sports (such as, marathons and running
events, bicycle races or tours, "over-the-line" tournaments), or major spectator sport
tournaments not conducted as a normal part of an ongoing, City-sponsored recreation
program.
"Special Event Permit" means a permit issued by the City of Clearwater.
"Special Event Venue" means that area for which a Special Event Permit has been issued.
"Street" means a way or place of whatever nature, publicly maintained and open to use of the
public for purposes of vehicular travel. Street includes highway.
"Tax-exempt Non-profit Organization" means an organization that is exempted from payment
of income taxes by federal or state law and which has been in existence for a minimum of six (6)
months preceding the date of application for a Special Event Permit.
"Tent" means any temporary 'portable' structure wherein the roof and walls are made of a non-
rigid material. A "canopy" is considered a tent without any walls: i. e., open on all sides.
"Vendor" means any Person who sells or offers to sell any Goods, food, or beverages within a
Special Event Venue.
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