• City of Ocala

    City of Ocala Special Event Application

  • The City of Ocala Special Event Permit Application has been designed to assist Event Organizers and serve as a guideline for the development of event plans that comply with local, state, and federal codes, laws, policies, and regulations governing activities associated with the production and management of special events.


    As an event organizer it is your responsibility to assess the venue, environment, anticipated attendance, and event components of your proposed event to develop and implement management strategies that ensure the safety of your guests, citizens, and the surrounding environment affected by your event.


    By applying for a special event permit, you and your representatives agree you have the sole responsibility to be knowledgeable about, fully understand, and to meet or exceed all local, state, and federal codes, laws, policies, and regulations associated with the proposed event and its related activities. Further, as a condition of the consideration of any application for a Special Event Permit from the City of Ocala, all applicants must certify that their event shall at all times remain compliant with Section 255.70, Florida Statutes, and Section 827.11, Florida Statutes, and shall not contain any adult live performance(s) as defined and prohibited by Section 827.11(1)(a), Florida Statutes.


    Individuals and/or organizations who wish to conduct an event on City property must submit a completed Special Event Permit Application to the City of Ocala Recreation and Parks Department in person, by mail, or email to:


    Ocala Recreation & Parks
    Attn: Special Services Event Permitting
    828 NE 8th Ave., Ocala, FL 34470
    (352) 368-5517
    eventpermit@ocalafl.gov

  • Event Type Event Definition Application Deadline Fee
    Major* 250+ Participants 120 Days Prior $250
    Minor Less than 250 Participants 90 Days Prior $100

    Events that have road closures or alcohol consumption are considered Major Events regardless of the number of participants. Late applications will be subject to late fees as outlined below.

  • Event Type Late Submission Application Deadline Late Fee
    Major Less than 60 Days Prior 120 Days Prior $300
    Minor Less than 45 Days Prior 90 Days Prior $200

  • SPECIAL EVENT PERMIT APPLICATION TIMELINE

    Applications will be reviewed within 10 business days, allowing that the applicant has fully completed the application and included all required documentation. The below items must be received to process the application:
    •Completed application (Incomplete applications will be rejected)
    •Site plan (Application MUST include a Draft Site Plan)
    •$50 non-refundable application fee
    •Copy of 501©3 certificate (if applicable)

    TIMELINE


    120 Days to 1 Year in Advance:
    •Submit Special Event Permit Application will all required documents.
    •Staff will complete a preliminary review of your application with 10 business days.
    •Upon approval of your application, staff will provide information for the next steps of the process including additional paperwork required to issue a permit.
    •For Major Events – staff will set a meeting to review your event.
    •Any changes to your application must be submitted in writing to eventpermit@ocalafl.gov

    60 Days in Advance

    • Submit additional applications as applicable:
      • Alcohol permit - Growth Management
      • Tent permit - Growth Management
      • Road closure permit - Traffic Engineering

    30 Days in Advance

    • Submit all permitting and support service fees.
    • Completed Certificate of Insurance due.
    • Final site layout and vendor list due.
    • If necessary, staff will complete a site walk-through with Event Organizer.
    • Any changes to the event support services needed inside of 30 days is subject to staff availability.

    7 Days in Advance

    • Final Special Event Permit is issued.

  • Event Information

  • Location of Event:*
  • Type of Event:*
  • Inclement Weather Plan:*
  • Reschedule date:*
     - -
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  • Contact Information

  • Format: (000) 000-0000.
  • Type of Organization:*
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  • Indicate which applies:*
  • Format: (000) 000-0000.

  • Event Operations

  • Will admission, entry or participant fees be charged? If yes, please provide description and amounts:*
  • Will you solicit donations/or sponsorships to offset costs of the event?*
  • Will the event make a profit? If yes, describe how the profits will ultimately be used.*
  • Are you requesting to close city streets for this event? If yes, please indicate on site layout.*
  • Do you anticipate your event will involve consumption of alcoholic beverages on site? If yes, separate permits and licenses are required.*
  • Will this event have food vendors/food trucks? If yes, please indicate location on the site layout.*
  • Will there be any temporary fencing or barricades used? If yes, please indicate location on the site layout.*
  • Will you need water hook-ups? If yes, please indicate location on the site layout.*
  • Will you utilize existing electricity at your location? If yes, please indicate location on the site layout.*
  • Do you anticipate using any generators? If yes, please indicate location on the site layout.*
  • Does your event include the use of fireworks, rockets, lasers, or other pyrotechnics? If yes, a separate permit through the Fire Department will be required.*
  • Will your event include the use of any signs, banners, decorations, or special lighting?*
  • Do you plan to have any live animals as part of the event?*
  • Do you plan to use any bounces houses or other inflatable structures? If yes, proof of insurance will be required.*

  • Other Event Infrastructure

  • Will you use tents at the event? If yes, please indicate how many of each size. A fire rating certificate and separate tent permit are required for tents larger than 10’ X 12’*
  • Will the event involve the use of vehicles (including golf carts) within the event zone either as displays or in a procession?*
  • Will you use a company to provide infrastructure/equipment needed for your event? This includes tents, tables, chairs, stairs, platforms, portable athletic equipment, inflatables, climbing walls, etc. Show location of all other infrastructure on the site layout. If yes, please provide contact information below. Provide additional sheets if needed.*
  • Format: (000) 000-0000.
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  • Entertainment

  • Will there be music or live entertainment at your event? If yes, complete the following information for each stage or performance location and label accordingly on your site layout.*
  • Will you hire a sound/light technician or production company? If yes, please provide contact information below.
  • Format: (000) 000-0000.
  • Will sound amplification be used?*
  • Until

  • INSURANCE INFORMATION


    All events held on City property will require a certificate of insurance and endorsement.
    Information detailing the City’s insurance requirements and examples may be found on our
    website.


    AFFIDAVIT OF APPLICANT


    I certify that I am at least eighteen (18) years old and that I am empowered to execute this
    application and that the information on this application is true and complete to the best of
    my knowledge. I agree to hold harmless, indemnify and defend the City of Ocala, its officers
    and employees from any liability costs and attorney fees, which may arise from the Special
    Event. I agree to comply with all City ordinances and regulations in connection with this
    Special Event.


    I understand that this Special Event application does not guarantee approval of my event or
    reservation of the event location. I understand that the City of Ocala has a permit process
    that involves communication back and forth to clarify regulations and applicant needs in
    support of the event and I agree to provide timely responses to this communication to
    facilitate the process and that failure to provide information and/or failure to obtain
    permits by established deadlines will result in cancellation of such Special Event.


    I understand that the violation of any City ordinances and/or regulations during the event
    will result in immediate termination at the City’s discretion and ineligibility for future
    Special Events.


    I agree to pay the City in advance, the estimated cost for any services required in staging
    this Special Event and as invoiced by the City. I understand that a Final Permit authorizing
    the conduct of the event will not be issued until all fees are paid and all required and
    updated information has been provided. I agree that upon completion of this Special Event,
    the actual cost shall be determined, and any underpayment shall be paid within 30 days of
    being invoiced by the City – this includes any expenses associated with rain dates,
    cancellations, damages, or waste disposal.


    I certify that I have reviewed and agree to abide by the City of Ocala Special Event
    Permitting Policy, Rules, & Regulations.

  • Date*
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