special event handbook and application 2018 · 2018-01-05 · special event handbook and...

SPECIAL EVENT HANDBOOK

AND APPLICATION

2018

2

TABLE OF CONTENTS

WHAT IS A SPECIAL EVENT …………………………………………………………………………3

FREQUENTLY ASKED QUESTIONS ....................................................................................................3

IMPORTANT NUMBERS………………………………………………………………………………..4

PLACES TO HAVE AN EVENT...............................................................................................................5

APPLICATION PROCESS .......................................................................................................................6

SPECIAL EVENT “NEED TO KNOW” ..................................................................................................7

SPECIAL EVENT APPLICATION ........................................................................................................12

SPECIAL EVENT CHECKLIST……………………………………………………………………….16

EXHIBIT A; EXAMPLE ADDENDUM ……………………………………………………………….17

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WHAT IS A SPECIAL EVENT

Special Event: Any preplanned entertainment, sporting, cultural, business, or other type of unique activity

(including parades, festivals, races, tournaments, concerts, etc.) presented to a live audience and open to

the public that is to be held in whole or in part upon property owned or managed by the County and that

may substantially inhibit the usual flow of pedestrian or vehicular travel or which deviates from the

established use of the place or building. Excludes activities not open to the public including private indoor

facility rentals, pavilion rentals, or other activities for which a permit has been issued by the County.

FREQUENTLY ASKED QUESTIONS

The following questions and answers provide basic information, for more details; see the “Need to Know”

section of this packet.

Q: DO I NEED A SPECIAL EVENT APPLICATION?

A: All “Special Events” require a special event permit.

Q: WHOM SHOULD I CONTACT?

A: For all events please contact the Parks and Recreation Department at 772-288-5474 or email

[email protected].

Q: HOW MUCH WILL IT COST?

A: There is an event fee, which is based upon the event impacts. Event fees may range between $50.00

and $1,100.00. Additional fees may include overtime cost, sheriff detail, and other services requested i.e.

dumpsters if applicable. All fees are due in full upon signature of the contract.

Q: WHO ARRANGES CLOSING THE ROADS, LAW ENFORCEMENT, FIRE, DUMPSTERS,

PORT-O-LETS, FENCING, VENDORS & ENTERTAINMENT, ETC?

A: The Special Event & Volunteer Coordinator will coordinate County related services with the promotor

and advice regarding proper placement of equipment and rentals on County property. Port-o-lets, vendors,

entertainment, fencing, etc. are the responsibility of the permittee It is also the permittee’s responsibility

to contact the Sheriff’s Office directly for any detail, and traffic/engineering for any road closures. If the

event requires a road closure it is the permittees responsibility to contract with a barricade company based

on the event route and size.

Q: HOW DO I RESERVE A DATE?

A: Fill out the Special Event Application including a site map and submit. Please allow up to two weeks

for the application approval process. Once the application is APPROVED, the date is reserved. Only

completed applications will be reviewed.

Q. WHEN ARE THE FEES DUE?

A. All fees are due upon signature of the contract.

Q: HOW DO I GET AN ALCOHOL PERMIT FROM THE STATE OF FLORIDA?

A. Only a licensed vendor or a non-profit organization can obtain a permit to sell alcohol (Florida Statue

561.422). Contact the Division of Alcoholic Beverages and Tobacco.

Q: WHAT IS YOUR CANCELLATION POLICY?

A: If the event is canceled 90 or more days prior to the event, permittee will be refunded 100% of events

fees; 89 to 46 days prior to the event, permittee will be refunded 50% of event fees; 45 days or less prior

to the event no fees will be refunded.

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Q: WHAT IF I HAVE TO CANCEL MY EVENT FOR UNFAVORABLE WEATHER?

A: Only in the event of an extreme act of nature (i.e. hurricane, brush fire), may the event be postponed

and all fees will transfer. Permittee must submit in writing for a postponed date. Other than stated above,

Special Event Permits are rain or shine and cancelation due to weather will forfeit any and all fees and

require a re-application for another date.

IMPORTANT NUMBERS

SPECIAL EVENT PERMIT Martin County Parks and Recreation Department

Administrative Specialist II - Sarah Lewis

2401 SE Monterey Road, Stuart, 34996

Phone: 772-288-5474

Email: [email protected]

SHERIFFS DEPARTMENT D/S Scott Bundy

800 SE Monterey Rd, Stuart, 34994

Phone: 772- 220-7000

Email: [email protected]

LIQUOR LICENSE

Division of Alcoholic Beverages & Tobacco

111 S. Sapodilla Ave. #105,

West Palm Beach, 33401

Phone: 561-650-6840

EMERGENCY MEDICAL SEVICES

Martin County Fire Rescue

800 SE Monterey Rd, Stuart, 34994

Phone: 772-288-5710

FLORIDA DOT ROAD CLOSURE

Community Traffic Safety Program Manager

[email protected]

954-777-4361

SUNSHINE, INC. (Buried power lines)

1-800-432-4770

TENT & EVENT INSPECTIONS (Tents 30’x30’ or larger)

Martin County Fire Department

Administrative Specialist II -Vicki Dimambro

800 SE Monterey Rd, Stuart, FL 34994

772-463-7801

GROWTH MANAGEMENT

DEPARTMENT (Temporary alcohol & promotional sign permit)

2401 SE Monterey Rd, Stuart, FL 34996

772-288-5435

WASTE MANAGEMENT, INC. (Dumpsters)

7700 SE Bridge Rd., Hobe Sound, FL 33455

772-546-7700

LOCAL HEALTH DEPARTMENT

(Portable toilet requirements)

3441 SE Willoughby Blvd., Stuart, 34994

772-288-5501

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PLACES TO HAVE AN EVENT IN MARTIN COUNTY

Indian Riverside Park: 1707 NE Indian River Dr.

Waterfront venue: accommodates approximately 1,500 - 2,000 people, depending on usage. 63 acres of

waterfront property, 770 foot fishing pier with finger boat slips, an interactive splash pad for kids of all

ages, 20 round tables, 20 rectangle tables, 175 chairs, there is also an inside option with a capacity of 250.

This location also offers the option of the Mansion at Tuckahoe terrace which has a capacity of 750 –

1000 people, 40 round tables, 15 rectangle tables, 300 chairs, and a beautiful waterfront view.

Restrooms: Yes, Electric: Yes, Parking: Yes

Phipps Campground: 2175 SW Locks Rd. 55 acres

1 set of restrooms, 3 pavilions w/tables and grills, 58 campsites, walking bridges within STA lakes, boat

ramp with pier, 500 people estimated accommodation, 88 species of birds, and a playground area.


Sailfish Splash Waterpark: 931 SE Runhke St.

Only waterpark of its kind on the Treasure Coast, attractions: two-four story waterslides, and interactive

water playground with a zero depth entry, ¼ mile long interactive lazy river, NEW Lily Pad walk across,

full service Cabanas and funbrellas, max capacity 1612


Halpatiokee Regional Park: 8303 SW Lost River Rd.

Approximately 7.5 miles of mountain biking trails which run for 2.5 miles in an Oak Hammock along the

South Fork of the St. Lucie River, then winding for 5 miles around the property between lakes: a flowing

cross country ride in a nice natural setting, 4 restrooms with concession stands attached, 12 pavilions with

46 picnic tables available, 5 full size soccer fields, 10 tennis courts, 5 baseball fields, 12 sets of bleachers

and many clear water lakes for catch and release fishing and canoeing. Capacity 2,000 – 3,000 people,

700 parking spaces available.

Timer Powers Park: 14100 SW Citrus Blvd.

Arena has an acre of covered land with sandy/clay high performance footing, pre-engineered steel with

energy efficient lighting, 300 person capacity bleachers, connection to potable public water system. Timer

Powers Park: boat ramp with fishing docks, a small nature trail in a hammock, 2 small pavilions with 4

picnic tables and a large pavilion with 10 picnic tables. Capacity is dependent on event specifications.


Martin County Golf Course: 2000 SE St. Lucie Blvd.

Only public golf course in Martin County, 304 acres, 400 golfers capacity, features two 18-hole courses, a

full-length driving range as well as putting and chipping greens, food and beverage available for purchase

on site. Restrooms: Yes, Electric: Yes, Parking: Yes

Other venues: 71 parks/beaches including: Big Mound Park, Booker Park, Charlie Leighton Park,

County Line Park, East Ridge Park, Fire Station 36 Park, Greenfield Park, Hobe Sound Beach, JV Reed

Park, Jock Leighton Park, Lamar Howard Park, Langford Park, L. Cpl. Justin Wilson Memorial Park,

Leilani Heights Park, Mary Brogan Park, New Monrovia Park, Palm Lake Park, Pat Mark Rio-Jensen

Skate Park, Paul Larson Park, Pendarvis Cove Park, Pettway Park, Pineapple Park, Post Family Park, Rio

Nature Park, SSG. Justin Johnson Memorial Park, Tropical Farms Park, Twin Rivers Park, William G.

“Doc” Myers Park, Wojcieszak Park, Zeus Park, Citrus Grove Park, Hosford Park, Jensen Beach

Causeway, Jensen Sea Turtle Beach, Jimmy Graham Park, Maggy’s Hammock Park, Santa Lucea Beach,

Manatee Park, Sandsprit Park, Stuart Beach, Stuart Causeway.

*For a complete list of parks please visit www.martin.fl.us/parkfinder*

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APPLICATION PROCESS

STEP 1:

Submit a completed application including a site map and the organizations 501(c)3 or Non-Profit letter if

applicable; Monday – Friday between 8:00am and 5:00pm. All applications will be reviewed on Tuesdays

in the order they are received. All events will be scheduled on a first-come, first served basis.

Send applications to:

Martin County Parks and Recreation Department ATTN: Event & Volunteer Coordinator

2401 SE Monterey Road

Stuart, FL 34996

[email protected]

APPLICATION DEADLINE:

Special event applications must be submitted no later than 30 days prior to the event unless it is

considered a *High Impact Event* in which case must be submitted 6 months prior to event (*Any event, with or without alcohol, which involves a road closure of 12 or more hours and/or anticipated attendance of 5,000

or more persons*)

STEP 2:

Applications will be stamped with the date of arrival into the Parks and Recreation Department. If

permittee does not feel they can meet a deadline, please hand-deliver.

If application has met the required deadlines, the Event & Volunteer Coordinator will review along with

any other necessary departments in order to obtain approval.

CRITERIA FOR APPLICATION

Availability of dates requested, nature of event, location appropriate for event, County services required,

road closures and alcohol involved, compliance with special event regulations at past events will be

considered during the review process.

APPLICATION STATUS: The County reserves the right to deny any application for a special event

permit. All events with an expected attendance of more than 2,000 attendees require the approval of the

Parks and Recreation Director.

Once the application is approved the permittee will be contacted by the Events & Volunteer Coordinator

in order to schedule their event confirmation meeting. At said meeting permittee will receive all

documentation needed in order to be issued a full permit.

STEP 3:

Submit your payment, signed contract, signed addendum, and all other items that are listed in your event

confirmation letter.

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SPECIAL EVENT “NEED TO KNOW”

AUTHORITY AND RESPONSIBILITY: The BOCC and County Administrator authorize the Parks

and Recreation Director to amend and update this document as may be necessary. Changes proposed by

staff and approved by the Parks and Recreation Director will be placed in public file and circulated to the

County Administrator.

EVENT APPLICATION APPROVAL: If the application is approved, the l Event & Volunteer

Coordinator will schedule a meeting with the permittee and all parties/departments that may be affected

by the event. At said meeting the permittee will receive their special event application approval letter,

special event addendum, and contract with rules and regulations.

SPECIAL EVENT PERMIT FEE: The special event permit fee is calculated based on the Martin

County Parks and Recreation Fee Schedule and the information provided in the permittee’s application.

Fees range from $50.00 to over $1,100.00. Factors considered in the calculation include, but are not

limited to, day of the week, the length of event, estimated number of people, non-profit vs. for-profit, ,

one site vs. multiple sites, road closure vs. no road closure, and so forth. All fees are due upon signature

of the contract.

NON-PROFIT RATES: Non-Profit rates apply only to events organized by Not For Profit Corporations.

To benefit from the discounted rate, the organization applying for the permit must be registered with

Department of State Division of Corporations as a Not For Profit and be identified as such on

www.sunbiz.org. An officer or director of the Not For Profit Corporation must be the permit holder.

SHERIFF AND FIRE RESCUE (EMS) FEES: Sheriff Deputies and EMS personnel are required to be

at each location deemed necessary by the County to maintain the health, safety and welfare of the public

during the event. The permittee is required to contact the Martin County Sheriff’s Office (Sheriff) and

Martin County Fire Rescue Department (EMS) separately 30 days prior to the event to arrange for

services, schedule inspections and discuss the security plan for the event. Failure to contact Sheriff and

EMS may result in the termination of the event permit. If the actual costs for Sheriff and EMS are less

than the estimated amount, the excess amount will be refunded. If the actual costs are greater than

estimated, the County will invoice the permittee and payment of said amount should be paid within 14

days of the conclusion of the event.

Sheriff Off Duty Detail: The cost for providing off-duty Sheriff services shall be the rates

currently in effect as established by Sheriff. Should the event be projected to have a significant

impact on local traffic within the immediate area, Sheriff will require additional personnel to

assist in traffic control to provide safe and efficient flow for citizens. These extra personnel will

be assigned by Sheriff at the permittee’s cost. The permittee is responsible to pay directly the

estimated costs for Sheriff services to be provided by the Martin County Sheriff’s Department.

Fire Rescue (EMS): The estimated EMS charges shall be paid directly to Martin County Fire

Rescue not less than 14 days prior to the event.

EMERGENCY ACCESS & COMMUNICATION: Permittee shall provide any and all emergency

access required by the County. Permittee must keep a 15 foot fire lane open at all times and provide EMS

with keys to all gated areas. Communication with the emergency services should be clear and precise

about the emergency location. A plan should be drafted and volunteers, staff and participants of the event

should be informed of what steps to take in case of an emergency.

NOTICES: Any and all notices to permittee may be given or served by certified or registered mail or

electronic transmission producing a written record, to the address set forth in the application. Any and all

notices to be given to the County may be given or served by certified or registered mail, or electronic

http://www.sunbiz.org/

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transmission producing a written record, addressed to the Events & Volunteer Coordinator, Parks and

Recreation Department, 2401 SE Monterey Road, Stuart, FL 34996, or by email [email protected].

LOGISTICS: The permittee is solely responsible for the activities of the event, including but not limited

to patrons, spectators, volunteers, staff, sponsors, vendors, exhibitors, concessionaires, independent

contractors and subcontractors participating in the event.

ROAD CLOSURES: As our community events continue to grow we must take into consideration the

residents who live within the areas of the event. Please attempt to keep the roads open and accessible. Do

not stage equipment overnight that can be disrupting to residents. If temporary restrooms must be placed

in front of businesses and condominiums, permittee will be required to provide screening. All equipment

that will be brought in must be noted in final site plan and requires approval by Events &Volunteer

Coordinator. If road closures are necessary the permittee will need to contact the Engineering

Departments traffic division and may have to supply a maintenance of traffic plan at the request of the

County’s Traffic Engineer. Depending on the location of the event, permittee may also be required to pay

for any overtime associated with the Traffic Division’s closing/opening the road. If permittee plans to

close a State road, you will be required to obtain a permit from the Florida Department of Transportation

and provide a copy to the County.

FDOT PERMIT: If event includes the closure of State roads permittee must obtain approval from the

Florida Department of Transportation. Please contact FDOT for information on how to obtain a permit.

For more information contact the Community Traffic Safety Program Coordinator by email

[email protected] or by phone 954-777-4361.

TENT PLACEMENT: The County prefers use of weighted blocks, sand bags, buckets of water, or tent

weights to hold a tent down on County property. Staking of tents on County property may be

accommodated; please contact Martin County Park Operations 772-463-2886 to schedule an electrical

and water line assessment prior to the event so tents may be staked in appropriate locations.

TENT INSPECTION: Permittee is required to obtain all necessary tent inspections through Martin

County Fire Rescue. Inspections are required for tents 30’X 30’ and larger. If permittee is unsure whether

or not an inspection is needed please contact Fire Rescue at 772-463-7801.

SANITARY & FOOD REGULATIONS: Permittee is responsible for overseeing that the proper

containment and disposal of cooking waste (this is wastewater, grease, etc.) are adhered to. It is the

permittee’s responsibility to insure that vendors comply with local, State, and Federal containment and

disposal regulations. It is the responsibility of the permittee to insure that proper containers for the

collection and disposal of cooking grease are available at the event site. Food vendors are required to use

a protective flooring/tarp when cooking.

GLASS CONTAINERS: No glass containers shall be allowed in a County Park.

ALCOHOL PERMIT: Permittee must provide a copy of approved State of Florida license or permit

from the State of Florida, Department of Business and Professional Regulation, Department of Alcoholic

Beverages and Tobacco to the Parks and Recreation Department. Nonprofit civic organizations selling

alcoholic beverages pursuant to a temporary permit under Section 561.422, Florida Statutes, must comply

with provisions of 2.c. of the procedures for sale of alcohol, below. All temporary permits for the sale of

alcohol must be signed by the Growth Management Department. Affidavit that the requesting

organization shall ensure that staff is properly trained. Signs shall be posted notifying the public that

alcohol is not allowed beyond the established event venue. Permit holders who are not licensed by the

State of Florida are not permitted to sell alcohol to their guests. Martin County Parks and Recreation

mailto:[email protected]

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Department can obtain an alcohol liability insurance quote for a permit holder who wants to sell alcoholic

beverages to their guests at approved Parks and Recreation sites.

CONCESSIONAIRE RIGHTS: Licensee shall have exclusive concessionaire rights within the

permitted area.

GARBAGE CANS: Extra trash cans can be made available upon request on a first come first served

basis, and should be requested at time of application.

RESTROOMS: In the event temporary restrooms such as port-a-pottys are desired or necessary for an

event, the permit holder is responsible for obtaining, scheduling, and directly paying for such temporary

restrooms and associated services. Permittee are required to keep all event accessible restrooms cleaned

and stocked with supplies at all times. Permittee is also required to monitor all restrooms throughout the

event. For park restrooms extra toiletries can be made available upon request.

VEHICLES: No vehicles may be driven on the grass.

TRAFFIC/PARKING PLAN: If event has an expected attendance of 500 or more people a traffic plan

must be submitted as part of the permit application showing the routes of exiting and entering the event.

For any event that may affect the overall flow of the park a parking plan will be required.

ENTERTAINMENT: Permittee is solely responsible for all contracts or agreements of any nature for

entertainment for the event. All contracts or agreements of any nature shall be negotiated by Permittee

and secured at the sole expense of the Permittee. The County shall not be named as a party in any contract

for goods and/or services provided in conjunction with the event. Permittee represents ad warrants that it

shall have, prior to the event, all necessary performing rights and licenses (BMI/ASCAP) and shall ensure

that all performance payments required to be made under such licenses are made promptly and directly to

the licensing organizations. The County shall have no responsibilities to any performing rights licensing

organization for any performances during the event. Amplified sound must be within reasonable limits

and comply with Martin County Code for noise limits. The County reserves the right to reduce sound

levels as needed. Amplified Sound is permitted within the following hours: Sunday through Thursday:

7:00 a.m. to 9:00 p.m. Friday and Saturday: 7:00 a.m. to 11:00 p.m.

FINAL SITE MAP: Not less than 14 days prior to the set up date, permittee shall provide to the County

a final detailed site plan for the event showing the following: (a) location of any tents, port-a-lets, parking,

stages, booths, etc. and the times when such will be constructed and dismantled.; (b) a description of all

activities and events to occur on the permitted area during the event; (c) the home and business numbers

of corporate officers; and (d) permittee may also be required to provide security badges, master gate keys

and entry to County Staff and any other information required by the County’s Events & Volunteer

Coordinator. Such site plan shall be subject to the review and approval by the appropriate County

departments which may require revisions to the plan. Permittee shall make such revisions and adjustments

as requested by the County. Any changes made to the revised site plan after the review by County

departments must be approved by the County

TECHNICAL EQUIPMENT: All technical equipment and support must be arranged by the permittee.

This includes both sound and light. If technical equipment is needed permittee must note all electrical

needs during initial application process. If electrical needs exceed the maximum allotted wattage in the

permitted area additional power must be brought in at the permittee’s expense.

SITE CONDITION: Safety comes first. Please ensure that the event site is free of trip hazards. Also

monitor areas which could cause extreme congestion. Try to set up the event so that people have the

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ability to move around as easily as possible. Clearly mark a first aid location and a lost children area.

Have plenty of water made available to avoid dehydration situations. Mist fans are a good idea to have on

hand. Permittee is responsible for ensuring that the event site is accessible in compliance with the

requirements of the Americans with Disabilities Act https://adata.org/publication/temporary-events-guide.

CROWD MONITOR: Please ensure that areas do not become overcrowded. Make sure that the event

site will accommodate the event size that is brought in. This may require that a certified crowd monitor is

present.

PERMITTED AREA: The permittee and a representative of the County shall inspect and document the

condition of the permitted area on or before commencement of set up. All booths, stages, vendors,

temporary restrooms, etc. shall be placed in locations on the site which are designated by the County for

such purposes so as not to cause damage to the landscaping or foliage on the site. Permittee may use

electric tiki torches only; no fire or gas torches shall be allowed at any time within the permitted area.

No heavy equipment, motor vehicles or large vessels shall be brought to the permitted area unless

previously approved in application.

POST EVENT RESTORATION: Permittee is responsible for restoring the event site to a condition

equal to that existing on the date of the inspection within 24 hours of the conclusion of the event, and pay

all costs for the repair and replacement of County property which is necessary due to this event. The

County reserves the right to approve the company selected by you to provide the clean-up services at least

fourteen (14) days prior to the Event. If expected attendance is more than 1,000, the County may require

the use of a company that specializes in large festival cleaning. If the event requires core drilling holes in

the asphalt concrete and all other surfaces made to facilitate the erection of barriers, stages, fences, pilings

and other improvements to the permitted area, it is understood that the County will have the right to

complete the work and charge permittee for the costs.

SET UP/BREAK DOWN TIMES: If permittee commences set up of the event within the permitted area

prior to the date and time specified in the event confirmation letter or fail to complete the breakdown of

the event by the date and time set forth in the event confirmation letter including removal of all materials,

equipment, and restoration of the permitted area the County may require payment.

INSURANCE: All Certificates of Insurance must name Martin County, Board of County Commissioners

as an Additional Insured and Certificate Holder for all dates of the Event (including set up and tear

down). For more information please see Exhibit A, Section 3: Certificates of Insurance/Department

Review.

LIMITATION OF LIABILITY: Permittee agrees that the County’s liability for any cause of action for

money damages due to an alleged breach by the County of the special event permit shall not exceed, in

total, $5,000.00. Permittee agrees that the County shall not be liable to you for damages in an amount in

excess of $5,000.00 for any action or claim for breach of contract arising out of the performance or non-

performance of any obligations imposed upon the County by the special event permit. Nothing contained

herein is in any way intended to be a waiver of the limitation placed upon the County’s liability as set

forth in Florida Statutes, Section 768.28.

GOVERNING LAW: The special event permit shall be governed by the laws of the State of Florida and

venue shall lie in Martin County.

FEDERAL, STATE, COUNTY & CITY REGULATIONS: Permittee shall comply in all material

respects with all applicable federal and state laws and regulations and all applicable county and city

ordinances and regulations.

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NON DISCRIMINATION: Permittee and their concessionaires shall not discriminate against any

vendor, concessionaire, employee, patron, visitor, attendee or customer because of race, color, religion,

sex, gender identity or expression, national origin, age, disability, familial status, marital status or sexual

orientation.

ATTORNEYS’ FEES: In the event the County is required to file legal action against permittee to collect

any amounts due under the special event permit, the County shall be entitled to its costs of collection,

attorneys’ fees and cost, and interest at the maximum rate allowable by law. In the event either party is

required to file legal action to enforce the provisions of this special event permit, other than the collection

of amounts due to the County, each party is responsible for its own fees and costs, including attorneys’

fees and costs.

NOTICES: Any and all notices to permittee may be given or served by certified, registered mail, or

electronic transmission producing a written record, to the address set forth in the application. Any and all

notices to be given to the County may be given or served by certified, registered mail, or electronic

transmission producing a written record, addressed to the l Events & Volunteer Coordinator, Parks and

Recreation Department, 2401 SE Monterey Road, Stuart, FL 34996, or by email [email protected]

PERMIT MODIFICATIONS: The Events & Volunteer Coordinator is authorized to modify, alter or

waive any minor requirements, conditions or provisions of the special event permit if in the best interest

of the County in order to facilitate the safe or efficient implementation of the event.

TERMINATION: The County shall have the right to terminate the special event permit at its sole option

at any time for convenience, with or without cause and without penalty, upon 7 days prior written notice.

DEFAULT: In the event of a failure to comply with any provisions of the special event permit, the

Permit shall be considered in default and the County may exercise any and all remedies herein

enumerated or permitted by law, including the termination of the permit without notice or opportunity to

cure. Default shall include failure to pay the Special Event Permit Fee or any portion thereof when due;

abandonment of the permitted area or any part thereof; failure to carry the required insurance; or the

return of any checks given by permittee due to insufficient funds.

CANCELLATION POLICY: 90 or more days prior to event permittee will be refunded 100% of events

fees, 89 to 46 days event permittee will be refunded 50% of event fees, if event is canceled 45 days or less

prior to the event no fees will be refunded. **Permittee is financially responsible for payment of the Administrative (cancellation) Fee**

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Internal: Application Received Date________________________

Martin County Parks and Recreation

Special Event Application

Submittal of this application does not guarantee approval of the event

Please be sure to fill out this application in its entirety. Any applications not completed will be denied

automatically. Before applying please acknowledge that addendums will be utilized and instances where

additional liability on behalf of the permittee may occur. Prior to submission, please make sure a detailed

site plan that clearly shows all temporary structures (including but not limited to: tents, port-o-lets, stages,

bleachers, dumpsters, fencing, etc.) also must be attached in order to process. If the permittee is applying

on behalf of a non-profit, please provide a copy of the non-profit or 501(c)3 letter.

Name of Event: _______________________________________________________________________

Type of Event: ________________________________________________________________________

Date or Dates of Event: __________________________ Time of Event: __________________________

Event Day 2 __________________________________________________________________________

Event Day 3 __________________________________________________________________________

Event Location: _______________________________________________________________________

Alternate location, date, and time: _________________________________________________________

Will additional time be needed for set up/ tear down? Y / N (circle)

Set up will begin on (date) ____________________at (time) ____________________

Break-down will begin on (date) _______________at (time) ____________________

Please provide a detailed description of proposed event (be specific):

_____________________________________________________________________________________

_____________________________________________________________________________________

Is this event open to the public? Yes______ No _______

Ticket Prices (if applicable)

Seniors __________ Adult __________ Child __________

Estimated attendance (per day) _______________ Estimated Teams (tournaments only) ______________

Estimated Spectators (Tournaments only) _______________

**Fees may be assessed during post event inspection if attendance is greater than listed above**

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Organization producing the event:

(Please circle)

For Profit / Non-Profit / Governmental / Neighborhood Association

Name of Organization: __________________________________________________________________

Name of Permittee: ____________________________________________________________________

Address: _____________________________________________________________________________

City: _________________________ State: ____________________ Zip: _________________________

Phone: ___________________________________ Fax: ___________________________________

Email: _______________________________________________________________________________

Website: _____________________________________________________________________________

Onsite Contact Name: __________________________________________________________________

On Site Contact Best Number: ____________________________________________________________

Email: _______________________________________________________________________________

Phone number and/or website you want the public to contact for more information and to be listed on the

Community Events website:

_____________________________________________________________________________________

Does your organization have employees? Yes_____ No _____

If yes how many?______________________________________________________________________

Does your organization own a vehicle? Yes _____ No _____

Have you produced an event previously? Yes___ No___

If yes, in a separate sheet of paper, provide references from 3 prior events that you have produced.

Include name of event, date of event, complete reference name and contact information. Attach the

addition document to the application when submitted

Number of years this event has taken place in Martin County: ___________________________________

Is this event produced in other areas? _________________ If so, where? __________________________

Road Closure:

Will you require road closures: __________ if yes, please describe the streets you want closed and the

closing and opening dates/times. Also, attach a map which shows cross streets, etc.

Name of streets: _______________________________________________________________________

Time/Date of Closure: __________________________________________________________________

Time/Date of Opening: _________________________________________________________________ **Any event with possible road closures or limited access for emergency responders may require a life safety

evaluation and permit (fees may be associated with such permit)**

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Insurance

Will your organization be providing insurance?

Yes ______ No ______

Parking

Will you need any parking lots reserved for non-public use?

Yes_______ No________

Will this event affect any City of Stuart parking areas? Yes________ No __________

Traffic Control

Will your event require traffic control?

Yes_________ No__________

Alcohol:

Will alcohol be served at your event?

Yes _______ No ______

If Yes, who will be providing your alcohol? _____________________

Food:

Will food be served at your event? Will this food be self-prepared?

Yes _____ No ______ Yes________ No __________

Will food be sold?

Yes _____ No _____

If using vendors, are these vendors on the Martin County Approved Vendor List?

Yes______________ No ______________ Unknown________________

Amplified Sound:

Will amplified sound be provided at your event? Yes ___ No ___

If yes, what type of sound? ______________________________________________________________

What Time? __________________________________________________________________________

Name of sound company? _______________________________________________________________

Audio/Visual

Please list any AV equipment ____________________________________________________________

_____________________________________________________________________________________

Light Tower

Will you be using any lighting towers? Yes _____ No _____

Field Lighting

Will you need lights for a field rental? Yes _____ No _____

If yes what hours? _____________________________________________________________________

Fencing:

Will you be fencing your event? Yes _____ No _____

Name of fencing company? ______________________________________

15

Dumpsters:

Will you need dumpsters? Yes _____ No _____

If yes, how many? _____________________________________________

Extra Restrooms

Will your event require Port O Lets? Yes_____ No_____

If yes, how many? _____________________________________________

Cleaning

Name of cleaning company: ______________________________________

Electricity

Will you be using temporary electric? Yes _____ No _____

If yes, please name the electric company you will be using:

Company_____________________________________ Phone Number: __________________________ *If temporary electricity is needed, permittee may be required to have equipment inspected. Such inspections may result in

additional costs*

Sheriff Services: Sheriff Service requirements will be determined by Martin County Sheriff’s Office.

EMS Services: EMS services requirements will be determined by Martin County Fire Rescue

Tents

Will you be erecting tents, stages, ticket booths, etc.?

Yes _____ No _____ If yes, what is planned? ________________________________________________

(Please include these items on your site map.)

Will these tents be 30’X30’ or larger? (Fee associated with permitting this size tent)

Yes_____ No_____

Are you requesting the show mobile? Yes____ No_____

Are you requesting the bleachers? Yes_____ No_____

Promotion/Advertising

What type of promotion/advertising do you have planned for your event?

_____________________________________________________________________________________

When application is complete please return, with supporting documents and check to Martin County Parks and Recreation Attn:

Event & Volunteer Coordinator

Email: [email protected] Mail: 2401 SE Monterey Rd, Stuart, FL 34996 Phone: 772-288-5474

mailto:[email protected]

16

PRE-EVENT CHECK LIST

(FOR YOUR FILE)

______ Site plan ______ Approval Letter/Addendum/Contract

______ Completed application ______501(c) 3 Letter/Non-profit sunbiz

______ Special Event Fee ______ EMS

______ Site Walk Through ______ Final Site Map

______ Signed Addendum ______ General Liability Insurance

______Signed Contract ______ General Liability Insurance

______ Engineering/Road Closures ______ Copy of Alcohol License

______ Traffic Plan

______ Parking Plan

______Letter of No Objection from MCSO (required for high impact events)

Confirmation of:

Sheriff Department: Sheriff _____ Ocean Rescue _____

Fire Department: EMS _____ Inspections ______ Ecological Assoc. (Sea Turtles) ______

*Not all items pertain to all events*

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Martin County Board of County Commissioners Parks and Recreation Department

PERMIT ADDENDUM PERMIT # Permit Holder / Vendor Name:

Name of Event / Event Type:

Event Date(s):

Section 1: Nondiscrimination Compliance / Background Checks Initial____

√

FDLE SEXUAL OFFENDER/PREDATOR SEARCH Permittee shall not permit any person involved in the overall operation or organization of the event (Entertainers, Volunteers, Vendors, Employees, etc.) who is listed as a sexual predator or sexual offender on the Florida Department of Law Enforcement, Sexual Offenders and Predators Website located at http://www.fdle.state.fl.us or the United States Department of Justice, National Sex Offender Public Website located at www.nsopw.gov, to directly supervise, control, or assist children in a position of trust or responsibility on County Property. Permittee shall be responsible for conducting this search prior to the special event.

√

Permittee shall ensure that a person, organization, vendor, or concessionaire shall not deny, withhold, refuse or interfere with a group or individual’s full and equal enjoyment of the goods, services, facilities, privileges, advantages, and accommodations of a place of public accommodation for the purpose that an individual's patronage or presence at a place of public accommodation is objectionable, unwelcome, unacceptable, or undesirable because of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, sexual orientation, pregnancy, or gender identity and expression.

Section 2: Certificates of Insurance / Department Review: Parks Initial____

√

Requirements 1. All Certificates of Insurance must name Martin County, Board of County Commissioners as an Additional

Insured and Certificate Holder for all dates of the event (including set up and tear down). 2. Certificate Holder must be listed as: Martin County Board of County Commissioners, 2401 S.E. Monterey Rd.

Stuart, Florida, 34996. 3. Certificate of Insurance must be signed by insurance company’s authorized representative. 4. All policies must be endorsed to provide COUNTY with at least thirty (30) days’ notice of cancellation and/or

restriction. 5. Waivers of Subrogation in favor of the County should be provided under each required policy including the

Workers Compensation. 6. If any of the insurance coverage’s will expire prior to the completion of the work, copies of renewal policies shall

be furnished at least thirty (30) days’ prior to the date of their expiration. 7. Coverage is not to cease and is to remain in force (subject to cancellation notice) for the duration of the permit. 8. Each event shall have an independent evaluation of activities. The policy limits may be higher than the ones

listed in this section if the event has higher risk exposure. This amount will be determined by the County’s Risk Management staff.

9. The Master Use Tenant User Liability Policy will be provided upon request for all permit holders who have paid for this policy from Martin County.

10. If the Permit holders insurance is intended to cover ‘other vendors’ as blanket coverage, the following must be typed in the Description box “This policy is for “name of event” which will take place at “name of park” and provides liability coverage for all food, beverage and merchandise vendors under this policy for the said event.

√

General Liability: Provide Martin County Parks and Recreation Department with proof of a Comprehensive Commercial General Liability Policy, to cover the hold harmless agreement set forth herein, with limits of not less than: Each occurrence $1,000,000 Personal/advertising injury $1,000,000 *Products aggregate $2,000,000 *General aggregate $2,000,000 Damage to rented premises $100,000 any occurrence Medical expense $5,000 any 1 person

http://www.fdle.state.fl.us/

http://www.nsopw.gov/

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Event Date(s):

*Aggregate limit should be event specific (i.e. apply on a per event/location basis).

√ Food and/or Beverage Vendor Service: Permittee must require all food and/or beverage vendors to provide proof of General Liability Policy and must include Products Liability Coverage of a minimum of $1,000,000 per occurrence $2,000,000 aggregate naming the Permittee and Martin County Board of County Commissioners as additionally insured. Policy must indicate no exclusions from food borne illnesses.

√ Alcohol: Permittee or licensed alcohol vendor(s) must provide a Certificate of Liquor Liability Insurance (separate from General Liability Coverage) for serving or selling alcoholic beverages at the special event identified in this permit with a minimum of $1,000,000 per occurrence that states Martin County Board of County Commissioners as additionally insured.

√ Workers Compensation – Permittee shall provide and maintain in force for the term of this Agreement, Workers Compensation as required by Chapter 440, Florida Statutes, and any applicable federal laws.

√ Insurance & Employers' Liability - Agrees to maintain Employers' Liability must include limits of at least $100,000 each accident, $100,000 each disease/employee, $500,000 each disease/maximum

√ Commercial Auto Liability - Agrees to maintain Commercial Liability covering "Any Auto" at $1,000,000.

√ Additional Insurance Requirements: For Event Planners that have purchased the Master Use Tenant User Liability Policy, all vendors, exhibitors, etc. are required to name Martin County Board of County Commissioners as Additionally Insured and Certificate Holder for the dates of the event (including set up and tear down).

Section 3: Human Resources / Department Review: Parks/Fire Rescue Initial____

√ Provide parking services for said event. Discuss detail parking plan with County staff prior to the start of the event.

√ Agree that County assumes no liability for the recruitment, selection, and background screening of ALL event participants.

√

If a waiver is used by the event permit holder for the said event, ensure that all event participants sign an event specific release and waiver of liability for the said activity and agree to release, waive, discharge, and covenant not to sue Martin County, its officers, agents, employees, and volunteers from any and all liability or claims that may be sustained by the participants or a third party directly or indirectly in connection with, or arising out of participation in the activity, where caused in whole or in part by the negligence of Martin County or otherwise. Make available upon request copies of all signed event waivers.

Section 4: Alcohol / Department Review: All Initial____

√ Provide a copy of approved State of Florida license or permit from the State of Florida, Department of Business and Professional Regulation, Department of Alcoholic Beverages and Tobacco to the Parks and Recreation Department.

√ Provide copy of approved State of Florida license or permit to Martin County Parks & Recreation Department. All temporary permits for the sale of alcohol must be signed by the Growth Management Department prior to approval by the Florida Department of Business and Professional Regulations. The fee is $20.

√ Host liquor liability coverage is provided for permit holders that purchase the County’s contracted Tenant User Liability Insurance Program (TULIP) under its commercial general liability coverage for events/activities in which alcohol is being consumed and provided (not sold). If the permit requires a liquor license from the State of Florida, Department of Business and Professional Regulation, coverage will not be provided by the TULIP program.

√ Nonprofit civic organizations selling alcoholic beverages pursuant to a temporary permit under Section 561.422, Florida Statutes, must comply with provisions of 2.c. of the procedures for sale of alcohol, below. All net profits from sales of alcoholic beverages collected during the permit period must be retained by the nonprofit civic organization.

√

Procedures □ Sale of alcohol

1. Confirm with Growth Management Department that sale of alcohol is permitted in the zoning district where the event is located (Sec. 5.3, General Ordinances, Martin County Code). 2. Events to be held at County facility other than the Elliott Museum and Sailfish Splash Waterpark must provide:

a. Name of the requesting nonprofit civic organization and contact information for during the event.

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Event Date(s):

b. Evidence of nonprofit status of the requesting organization. c. Affidavit that the requesting organization shall ensure that staff are properly trained in the following procedures:

1. Event staff serving alcoholic beverages shall not consume alcoholic beverages immediately before, during or following the special event. Any server violating this policy shall be immediately dismissed by the event promoter and immediately ordered to leave the premises. If the event promoter orders a server who appears intoxicated to leave the premises, the event promoter must ensure that person is not driving.

2. Servers shall refuse to serve alcoholic beverages to any person who appears intoxicated.

3. Signs shall be posted at the event notifying the public that all persons must be of legal drinking age to purchase and/or consume alcoholic beverages at the special event. Signs shall be posted notifying the public that purchases of alcoholic beverages are limited to two drinks per person per transaction, and that servers reserve the right to refuse service to any person who appears intoxicated. Signs shall be posted notifying the public that alcohol is not allowed beyond the established event venue.

4. The sale of alcoholic beverages shall cease at least 15 minutes before the official end of the event as specified in this permit (each day if a multiple day event).

3. Permit holders who are not licensed by the State of Florida are not permitted to sell alcohol to their guests. Any vendors selling alcohol must be licensed by the State of Florida.

□ Consumption of alcohol without sale at a County park

1. Is allowed within Hobe Sound Beach, Bathtub Reef Beach, Stuart Beach, Jensen Beach, Sandsprit Park, Stuart Causeway, Jensen Causeway, and any public beach access strips adjacent to any of the foregoing, during the hours such parks are open to use by the public. 2. May be allowed pursuant to this permit in Jensen Beach Community Center, Port Salerno Civic Center, Timer Powers Park, Sand Dune Café, and Indian RiverSide Park. 3. May be allowed pursuant to this permit in Sailfish Splash Waterpark, but only within the buildings or on the deck areas and only when all pools or other water features are closed to any use including event attendees.

Section 5: Sound Levels / Department Review: Parks Initial____

√

Permittee will abide by Chapter 67, Article 10 of the Martin County Code of Ordinances (Martin County Noise Control Ordinances). Permittee agrees to operate, play, or permit the operation or playing of any radio, television, phonograph, drum, musical instrument, exterior loudspeakers, sound amplifier, or similar device in such a manner as to disturb the peace, quite, and comfort of the neighboring inhabitants, or at any time with louder volume than is necessary for the convenient hearing for a person or persons who are at the commercial establishment where such machine or device is operated and who are voluntary listeners thereto. The operation of above equipment from Sunday to Thursday between 9pm to 7am and Friday & Saturday from 11pm to 7am is a violation of the Ordinances.

√ Community events such as fairs, sporting events, school activities, community festivals, etc., which do not extend their activities beyond 11:00pm. Any community activity which is proposed to extend beyond 11:00pm and may violate a provision of this article must receive approval under section 67.308.

Section 6: Vendors / Department Review: Parks Initial____

√ Permittee shall ensure that all mobile food vendors have built in fire suppression prior to allowing the vendors to setup at the event

Section 7: Program & Entertainment / Department Review: Parks Initial____

√ Ensure compliance with all professional entertainment permitting, licensing, and royalty (i.e., ASCAP, BMI, etc.) regulations. Ensure compliance with all Martin County policies regarding program content and noise ordinance.

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Event Date(s):

√ Provide for program and entertainment activity setup, operations, maintenance, trash disposal, breakdown, and cleanup.

√ Bounce Houses and Pony Rides are Prohibited on County Park Property.

Section 8: Site Plan / Department Review: ALL Initial____

√

Requirements: Provide an Event Site Plan indicating the exact layout and location of all activities/entertainment, temporary/permanent structures, sufficient lighting, fencing, dumpsters, security, emergency exits, vendor tents and booths, restrooms, first aid, parking, traffic circulation, staff/volunteers check-in, etc. Include how persons with disabilities will have equal access and opportunity to the special event activities to be provided. This Plan becomes part of the Permit. Permittee is responsible for event site inspection prior to commencement of the event, which inspection constitutes acknowledgement that the park facilities are suitable for the purposes of the event. Permittee is further responsible for continued inspection and maintenance of the event site throughout the event.

√ Provide a request to hang/install banner on Martin County Parks and Recreation property in writing to the Department Director or authorized designee. Other promotional signage requests on County road and right-a-ways must be approved by the Growth Management Department. See Section 15

√ Location of buried utilities - Contact Sunshine Inc. at 1-800-432-4770 to locate all buried lines. There is no charge for this service. The company should be contacted two (2) business days before the event setup, but no more than five (5) days. Permitee must indicate to Sunshine Inc. that marking paint on asphalt or concrete surfaces is prohibited.

√ Permanent and temporary electrical distribution outlets must be in complinace with the National Electric Code (NFPA 70) and any local amendments. Click here for a Temporary Electric Hookup Agreement: http://bit.ly/1TaTGkt

√ The installation of all tents exceeding 30x30 will require a permit and inspection for compliance by the Fire Prevention Bureau. An application and inspection fee of $100.00 is to be made out to the Board of County Commissioners. Additional fees will be assessed for inspections requested after normal business hours and weekends. No inspections will be conducted on approved holidays.

Section 9: Accessibility Compliance / Human Resources/ADA Initial____

√ Agree to affirmatively comply with all applicable provisions of Title I, Title II, and/or Title III of the Americans with Disabilities Act (ADA) in the course of providing any services, programs, and/or activities regarding nondiscrimination on the basis of disability, and all applicable regulations, guidelines, and standards.

√ Provide an Accessibility Site Plan indicating how, where and by what means services, programs, and/or activities will be accessible to persons with disabilities, including but not limited to, directional or informational signage, circulations routes, access paths, parking, portable toilets, viewing areas, temporary facilities, etc. The Accessibility Site Plan becomes part of this permit.

√ Agree to include a statement on all printed event publicity and material, including a contact phone number, regarding the provision of auxiliary aides or services upon advance request.

√ If this is a private rental/function that is not open or advertised to the general public, the permit holder is responsible for providing modification, accommodations, and auxiliary aides/or services that may be requested by or necessary for guests, invited guests/attendees.

Section 10: Animal Exhibits Site Plan / Department Review: Parks Initial___

√

Agree that live animals may be exhibited on Martin County property only for the purpose of public education and only with the approval of the Director of the Parks and Recreation Department, or designee. A written plan describing the educational purpose of each animal is required before approval. Agree that live animals or fish as prizes or giveaways is prohibited. The sale of animals and pony rides are strictly prohibited. Agree that live animals approved for exhibit are in good health.

√ Animals exhibited or offered for adoption are to be in good health, with proof of required vaccinations and permits. Animals are to be provided with humane treatment at all times, not limited to available water, shelter, and protection from the elements and the public, in addition to acceptable housing when on park property.

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Event Date(s):

√ Any water used as part of an animal exhibit must be disposed of in accordance with best management practices recommended by the Department of Agriculture and with Department of Health and shall not be in violation of the County’s National Pollutant Discharge Elimination Systems Municipal Storm Sewer System (MS4) Phase II permit

Section 11: Public Safety Plan / Department Review: Fire Rescue Initial____

√ A permit and/or event permit and an inspection will be required for any event with tents larger than 30’ x 30’. To obtain information on applying for this permit, please contact Fire Prevention at (772) 288-5633.

√ Events will be reviewed by Fire Rescue on a case by case basis to determine if additional staffing is required for an event. Fire Rescue Services that require additional staffing will be billed based on the number of personnel needed with a two (2) hour minimum.

√ Provide Emergency Vehicle Access Plan. 1. Identify specific site and staffing of public first aid location. 2. Identify emergency vehicle access/egress route(s). The Emergency Vehicle Access Plan becomes part of the Park Permit.

Section 12: Public/Portable Toilet Site Plan / Department Review: Parks Initial____

√ Provide adequate public portable toilet facilities for event as determined by the State of Florida Department of Health. State Requirements can be found at the following link on page 29: http://bit.ly/1TAcKG5. The local Health Department contact is 772-288-5501.

√ Permittee will ensure that each public portable toilet has hand-sanitizing stations or apparatuses available for each unit.

√ Attached a copy of an executed agreement with the sanitation company providing the service. The agreement should include appropriate set-up, collection and removal times.

√ Greywater including from sinks and showers shall be collected and disposed of in accordance with Department of Health and Department of Environmental Protection rules and regulations and shall not be in violation of the County’s National Pollutant Discharge Elimination Systems MS4 Phase II permit. This service is included in the agreement with the sanitation company providing other services for the event.

√ Permittee will ensure that the sanitation company provides a service log or tear sheets for service associated with the event directly to the Parks and Recreation Department including pump outs before, during and after the event for septic, greywater and animal exhibits as necessary.

Section 13: Recycling / Department Review: Parks Initial____

√ The County strongly encourages that the Permittee provides recycling containers for separation and collection of recyclable materials generated at the event/activity.

Section 14: Communications(Public Relations/Signs/Advertising)/Department Review: Admin Initial__

√ Marketing and advertising prior to approval of the event must be approved by the Parks and Recreation Department. Attach copies of all media releases or advertising of the special event.

√ An approved Promotional Sign permit application would be necessary for promotional, special events, and grand opening events. Contact the Growth Management Dept for application, and processing. They can be reached at 772-288-5435 Please provide an approved copy of the permit to the Parks & Recreation Dept http://bit.ly/1qeeUUe

√ Ensure that all Community outreach efforts with respect to road closures will be implemented. Communication to businesses and residents via phone call, letters identifying the impact on the community is required.

Section 15: Cleanup & Damages / Department Review: Parks Initial____

√ Provide for the cleanup of trash and debris within the special event site and parking areas during setup, operations, and breakdown. Provide continuous and reliable maintenance staff for the cleanup and removal of all disposable garbage cans, trash, and debris within the special event site and all areas as noted on the approved Site Plan. Maintenance services must be performed before, during, and after the event.

√ Agree that all vendor and entertainment subcontracted agreements must contain language that ensures that all contractors will comply with appropriate site cleanup, safe/sanitary disposal of charcoal and grease, and timely removal

http://bit.ly/1TAcKG5

http://bit.ly/1qeeUUe

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Event Date(s):

of all site equipment, supplies, and materials.

√ Agree to return the special event site to the Martin County Parks and Recreation Department in an “as was” condition. Provide for the repair or cost of repairs for excessive damage to the special event site caused by Permittee and/or subcontractors before and during the special event, and until fully vacated (including but not limited to turf and vegetation, facilities, irrigation, electrical, water, other).

√ Ensure that charcoal and/or grease used during the special event is not to be dumped on the ground, in special event trash cans, poured into culverts, or left in jugs at the special event site during or following the special event.

√ Ensure that no greywater, septic waste, or animal tank/pool water is dumped on the ground before, during or after the event. Permittee agrees to be solely responsible for clean-up, expenses, fees, and violations of Department of Health and Department of Environmental Protection rules and regulations and shall not be in violation of the County’s National Pollutant Discharge Elimination Systems MS4 Phase II permit.

Section 16: Security & Safety / Department Review: Martin County Sherriff Initial____

√

Responsible for obtaining written permission for police services at Permittee’s expense for monitoring, crowd/traffic control, security, and any other related needs in the special event area. The Martin County Sherriff office will determine the number of police officers needed for said special event on County property. Other law enforcement agencies outside of Martin County include; Stuart Police Department (772-287-1122), Sewall’s Point Police Department (772-781-3378), Jupiter Island Pubilc Safety (772-546-5014). Martin County Sherriff Office (772-220-7000)

√ Immediately advise the Martin County Parks and Recreation Director, or designee, of any incidents or accidents resulting from or arising out of the special event on County property. Provide copies of all incident/accident reports, including the signed event participant waiver (as applicable), to the Parks and Recreaiton Director or designee within twenty-four (24) hours of the incident/accident.

Section 17: Road Closures / Department Review: Engineering Initial____

List each road that will be closed (intersection to intersection or house number to house number) and attach a map with the proposed traffic control and detours for review and approval. Attached to this Permit

√

Will roads be closed at times different from the event: _______ If yes, list the times: Day 1 _____________start time: ________ end time: ________ Day 2 _____________start time: ________ end time: ________ Day 3 _____________start time: ________ end time: ________ End Date: ________________

√ Are the any of the roads under the jurisdiction of the FL Department of Transportation (FDOT) or other municipality? ________ If yes, a Request for Temporary Closing / Special Use of State Road must be completed by the applicant and accompany this Permit

√ The County requires Public Displacement Notification for Road Closures. Message Boards will be the responsibility of the applicant.

√ Events not on the Approved Master List of Special Events that are requesting road closure(s) must obtain signatures of support (or no objection) from at least 51% of the property owners on the roads(s) that are being closed.

√ Road closures for County arterial roads require approval by the Martin County Board of County Commissioners. Events that close collector or arterial roads as are required to hire law enforcement.

Section 18: Rental of Equipment Initial____

√

Permittee hereby assumes liability for any and all damage to, normal wear and tear excepted, or loss of the equipment from the time the equipment is delivered to the event site until returned to/or removed and accepted by County. Permittee assumes responsibility to report any damage to or loss of equipment to County immediately.

County shall not be liable to Permittee for any claims based on or arising out of injury to person or property in any way relating to the installation, use or operation of the equipment, except such claims as might arise solely out of County’s negligence and willful misconduct. In no event and under no circumstances shall County be liable to Permittee for any

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claims based upon or arising out of lost profits or prospective profits, loss of product, or consequential, special or incidental damages in any way relating to the installation, use or operation of the equipment.

Section 19: Storage for Non-Profit Organizations Initial____

√

Permittee shall agree to the following when utilizing County owned storage facilities.

Use the premises exclusively for the storage of personal property, merchandise, supplies or other material owned by Permittee and for no other use.

Understands and agrees that the use of electricity for food freezers, refrigerators and other appliances is not allowed.

Keep the immediate premises in good order and to advise the County of any needed maintenance or repairs.

Not store any items outside the storage area nor dispose of any trash outside the storage area other than in containers provided by the County.

Not keep or have in or on the premises any article or thing which might be pronounced "hazardous" or "extra hazardous" by any responsible insurance company.

Not to commit a nuisance in or upon said premises so as to substantially interfere with the comfort or safety of occupants of adjacent areas.

County is not responsible for any loss or damage due to fire, theft, water, wind, hurricane or any cause whatsoever to the property of Permittee, nor is County required to carry any insurance to cover same.

Not sublease said premises.

May not make any alterations to the premises without the written consent of County.

Must specify timeframe of use and agrees that use of County property is not a permanent storage solution.

If premises is left (or found) in a state of distress and / or in need of repair caused by the intentional or negligent acts of Permittee, the County has the right to terminate and / or not offer renewal of this agreement.

County shall have the right to enter said premises at any time to inspect same, to make repairs or to enforce this agreement.

At their own expense, Permittee may provide a suitable means of locking said premises, giving a key or combination to any locking device to the County so that the County is able to gain entry for any of the purposes enumerated above.

To notify the County in writing 15 days in advance of vacating the premises.

All storage agreements shall expire December 31st of each year and will need to be renewed if applicable.

Section 20: Indemnification / Department Review: Legal Initial____

√

Permittee acknowledges the park rules and understands them as they pertain to the activities of the event, including but not limited to patrons, volunteers, sponsors, vendors, exhibitors, concessionaires, independent contractors and subcontractors participating in the event. Permittee understands that Permittee is responsible for the actions of the organizers and those participating in the event, including but not limited to sponsors, vendors, exhibitors, concessionaires, independent contractors and subcontractors and that noncompliance with any of the park rules may result in revocation of this permit, loss of fees paid, and the denial of any subsequent permit applications.

Permittee agrees to indemnify, defend, save and hold harmless the County and its officials, agents and employees from any claim, demand, suit, loss, cost or expense or any damages which may be asserted, claimed or recovered against or from the County or its officials, agents and employees by reason of any damage to property or personal injury, including death, and which damage, injury or death arises out of or is incidental to or in any way connected with the Event including those arising during the set up and breakdown of the Event. This indemnification includes, but is not limited to, compliance with the terms and conditions of the Special Event Permit, Permittee’s operations and use of the Permitted Area or any act or omission of the Permittee, patrons, volunteers, sponsors, vendors, exhibitors, concessionaires, independent contractors and subcontractors and includes any costs, attorneys’ fees, expenses and liabilities incurred in the defense of any such claims or the investigation thereof. Permittee further agrees to indemnify, defend, save and hold harmless the County and its officials, agents and employees from any claim, demand, suit, loss, cost or expense or any

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damages arising out of or relating to Permittee’s failure to obtain all necessary performing rights and licenses (BMI, ASCAP and SESAC).

Section 21: Fees, Rents, Charges (Due & Payable in Full when Presented Unless Contractually Stipulated Otherwise) Initial____ 21. Fees, Rents, Charges, Credits, Offsets Cost/Value

Total $

Section 22: Additional Responsibilities Initial____

Date Completed

Responsibility P (Permittee) C (County) or N/A

P

Sign and return rental contract w/ payment (emailed & attached)

P

Initial all marked sections of the Permit Addendum, sign, and return

P

Provide Cert of Liability Ins. (refer to section2 of permit addendum)

P Contact Scott Bundy, 772-320-4730 for MCSO Letter of No Objection and after hour’s detail. http://www.sheriff.martin.fl.us/off-duty-details.html

P Provide final site plan

P

P

P

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The Permittee agrees to the conditions set forth in the Permit and Permit Addendum. In addition to the responsibilities outlined in this Addendum, the Permittee shall comply with all Local, State and Federal laws that may not otherwise be listed. ____________________________ ________________________ Organization First and Last Name

of Permittee ________________ Title

_______________________ ________________________ Date Signed Signature

special event handbook and application 2018 · 2018-01-05 · special event handbook and...

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