City of Ocala Special Event Application

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.

Contact Information
Host Organization Name:*
Mailing Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Phone Number*
Please enter a valid phone number.
Organization Email*
example@example.com
Website:
Type of Organization:*

For ProfitNot-for-Profit*Individual
File Upload - Type of Organization

Cancelof
Indicate which applies:*

Host Organization employee(s) will plan and implement the event.An outside event planner/coordinator will plan and implement the event.
Event Coordinator Name:*
Phone Number*
Please enter a valid phone number.
Event Coordinator Email*
example@example.com

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’*

YesNo
10' x 10':*
10’ x 20’:*
Other (indicate size):*
Will the event involve the use of vehicles (including golf carts) within the event zone either as displays or in a procession?*

YesNo
If yes, describe:*
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.*

YesNo
Company Name:*
Contact Name:*
Company Email*
example@example.com
Phone Number*
Please enter a valid phone number.
Additional Contacts
Type of Equipment:*
File Upload

Cancelof

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.*

YesNo
Will you hire a sound/light technician or production company? If yes, please provide contact information below.

YesNo
Company Name
Contact Name
Contact Email
example@example.com
Contact Phone Number
Please enter a valid phone number.
Stage One Location:
Map Location #
Stage Two Location:
Stage Two Location:
Other Location
Other Map Location #
Will sound amplification be used?*

YesNo
Start Time / End Time*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option

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.
Print Name:*
Signature:*

Clear
Date*

MonthDayYear
Date
Should be Empty:

City of Ocala Special Event Application

SPECIAL EVENT PERMIT APPLICATION TIMELINE

Event Information

Contact Information

Event Operations

Other Event Infrastructure

Entertainment

INSURANCE INFORMATION

AFFIDAVIT OF APPLICANT