Special Events Handbook

Special Events Handbook City of St. Petersburg Rev. May 2008 St. Petersburg Special Events Background: . . . . . . . . . . . . . . . . . . . . . . ...
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Special Events Handbook

City of St. Petersburg Rev. May 2008

St. Petersburg Special Events Background: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Implementation: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Policies: ................................................ Schedule: Guidelines/Special Conditions for Successful City-Co-Sponsored Events Fencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Alcohol Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Department Responsibilities for Special Events . . . . . . . . . . . . . . . . . . . O Recreation Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O Risk Management Department . . . . . . . . . . . . . . . . . . . . . . . . . . . Public Safety Procedures at Crowded Venues . . . . . . . . . . . . O Construction Services/Permitting & Development Services . . . . . Procedures for Obtaining State Permit to Dispense Beer/Wine Alcohol Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Additional Considerations . . . . . . . . . . . . . . . . . . . . . . . . Alcohol Related Laws . . . . . . . . . . . . . . . . . . . . . . . . . . . Volunteer/Worker Agreement . . . . . . . . . . . . . . . . . . . . . Acknowledgment of Alcohol Responsibility . . . . . . . . . . . O Police Department (Special Events Section) . . . . . . . . . . . . . . . . O Fire Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O Parks Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Application for Outdoor Public Assembly Park Use . . . . . . . . O Marketing Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O Community Affairs Department . . . . . . . . . . . . . . . . . . . . . . . . . . Accessibility Checklist - The Law . . . . . . . . . . . . . . . . . . . . . . O Transportation and Parking Services . . . . . . . . . . . . . . . . . . . . . . O Parking Enforcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O Department of Transportation and Parking . . . . . . . . . . . . . . . . . O Waterfront Enterprise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O The Pier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O Business Tax Division . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . State of Florida, Department of Business & Professional Regulations Division of Hotel & Restaurants . . . . . . . . . . . . . . . . . . . . . . . . . . . . Portable Sanitary Facilities Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appendix Permits/Fees at a Glance City Policy and Procedures Public Issue Speech Concerns During Special Events City of St. Petersburg Co-Sponsored Events Checklist for Event Organizers Contact Information Maps

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St. Petersburg Special Events Background: For several years, the St. Petersburg City Council had been asked to assist groups and organizations who wanted to stage events in city parks and facilities. The nature of these requests specified financial assistance in the form of money or a waiver of fees associated with city services. Requests came in at various times during the year and invariably required undue time from regular City Council meetings. Additionally, no money had been set aside in the City budget to specifically cover these requests. As the number of requests increased, the City decided to handle requests for assistance more efficiently. In March 1981, the City Council adopted resolution (81-178) which established a policy and procedure for City co-sponsorship of events. The resolution was revised in 1991 and again in 1996, providing a time frame and a set of procedures for processing applications for City co-sponsorship of special events. An annual budget of $125,000 was originally set to implement this resolution.

Implementation: All requests to co-sponsor events must be made each year in the Spring. The Recreation Department maintains a mailing list of potential requesters and oversees the process for the City, which includes: Ø Ù Ú Û Ü Ý Þ

Informing the public of the time frame required to apply. Mailing out application packets to interested agencies. Coordinating City staff review of events and preparing cost estimate summaries for each event. Serving as liaison to organizers and City staff who work with Special Events. Preparing informational packets and reports for the City Council Subcommittee responsible for making decisions regarding co-sponsorship. Maintaining files and mailing lists of event sponsors. Preparing guidelines regarding City ordinances and policies which relate to special events and/or the use of city facilities.

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Policies: 1.

Requests must be made on an annual basis during the regular co-sponsorship application process in order to be considered for funding.

2.

All requests for co-sponsorship must be applied for by, or on behalf, of a non-profit entity within the City limits. All non-profits must have a current 501c3.

3.

Events which are not allocated funds may receive the designation “ co-sponsored in name only”.

4.

All proposed events must be held within City limits.

5.

Official City logo should be present on all printed materials affiliated with an event that is officially co-sponsored by the City.

6.

Any event determined to be “public issue speech” or “religiously-oriented” is not eligible to receive co-sponsor funds.

7.

Requests made after the co-sponsorship process will not be eligible for funding, and must be submitted no fewer than 6 months before the planned event.

8.

Any Event applying for Co-sponsorship outside the 6 month time frame will be assessed a $300.00 Administrative Late Fee.

9.

Organizers are responsible to pay for all costs for City services when these costs exceed amount of co-sponsorship award. Any organization/organizer which has any outstanding obligations with any Department within the City of St. Petersburg will not be eligible for City co-sponsorship.

10. The City reserves the right to require of first time events and/or one of a kind nonrecurring events, whether “In Name Only” or not, advanced payment for City services. a) Payment will be required at least ten (10) days prior to the start of the event and shall be in the form of cash, certified check or an irrevocable bank letter of credit. b) First time event requesters will be required to complete a credit application. 11. Cost estimates for City services are prepared prior to your event, but actual costs are invoiced following the completion of the event. Please ask questions of individual departments prior to your event to provide more up-to-date estimates. 12. All events which feature the sale/consumption of beer and wine in designated parks must be co- sponsored by the City of St. Petersburg. The City permits beer/wine consumption only in designated parks (North Straub, South Straub, Spa Beach Park, Vinoy Park, Poynter Park and Demen’s Landing). -2-

13. Fencing is required for all concerts held in Vinoy Park which feature sale/consumption of beer/wine. 14. All site plans must be approved by City staff at least one week before the event. 15. A final expense and revenue report for each approved Co-sponsored event must be received by the Recreation Department within thirty (30) days of the event’s conclusion. 16. Organizers are responsible to assure that all licenses and permits are obtained, and that all State and Local ordinances are obeyed. 17. The City of St. Petersburg recognizes the potential public safety risks associated with vehicle movement in the spectator area of a park during an event. All vehicle movement inside a park must be completed prior to the start of the event. All vehicle movement in the spectator area of a park during an event is prohibited. City and Emergency personnel are excepted.

Schedule: Request for official City Co-Sponsorship Early May: Early June: Early July: Early August: Early September: Mid-September: Early October:

Applications sent out. Application due back. City Staff Review/Estimates completed. Council Subcommittee Review & Decision completed. Council Resolution and Decision. Notification to agencies of awards. Official contracts signed with agencies.

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Guidelines/ Special Conditions for Successful City-Co-Sponsored Events The City of St. Petersburg welcomes the opportunity to work with your organization in staging a special event which will benefit our community. A staff committee representing key City departments will work closely with you to help in your planning process. Our goal is to provide you with the information you need to be successful. You are encouraged to ask questions. Included in this handbook is a list of names and phone numbers of City staff who will answer your questions and guide you through unfamiliar permitting processes. Please be sure to call them when you need help. The City Services Agency has set up criteria for use of waterfront parks for special events. It is important for event organizers to understand and assure compliance with these requirements. 1.

All site plans must be approved by the Co-sponsorship Staff Committee to assure feasibility and adherence to City Codes at least one week prior to the event.

2. Many City ordinances regulate the use of parkland. Please review your plans in detail to determine that all aspects comply with these ordinances (For example, carnival rides are not permitted on City parkland). 3.

Events scheduled for North Straub Park must be completed by 9:00 p.m. Events in Vinoy Park must be completed by 10:00 p.m. Amplified music on Sundays may not begin until 1:00 p.m.

4.

City Noise Ordinances will be monitored throughout the event.

5.

The City reserves the right to require fencing of Parks to assist in orderly crowd control A. Fencing is mandatory when beer/wine is consumed during concerts in Vinoy Park. B. Vinoy Park has a crowd limit of 20,00 +/- depending on layout of event. C. Fencing is not generally allowed at other City Parks. Exception of this policy is handled on an individual basis and granted only in rare occasions.

6.

The minimum standards for fencing include: A. B. C.

6 feet high, minimum. Fencing material must be in good condition, not posing a hazard to the public, and not in a state of disrepair. Gates for public access must be clearly identified and manned by staff or volunteers at all times. -4-

D.

E.

Fencing may be erected no earlier than two (2) days before the event and must be removed within two (2) days of conclusion. Exception to the removal request is when there are two or more back to back events sharing the cost of the fencing. NOTE: All sidewalks and driveway entrances MUST be kept open for use by citizens until the day the event is scheduled to open and between events, if they are back to back. A diagram showing the fence location must be approved by City Staff at least one week prior to the event.

7.

To ensure that we do not violate the rights of homeowners, residents and businesses, organizers must publicize the need to obey all traffic and parking regulations. Many of these regulations are directly related to public safety and, as such, are strictly enforced. Advanced notification to patrons, vendors and spectators will reduce the potential for any ill will towards the sponsor and the City when tickets are issued. We do not wish to have you or the City criticized for inviting the public to an event and failing to warn them of ticketing for non-compliance!

8.

“The larger the event, the larger the transportation budget.” The key to sponsoring a large event in downtown St. Petersburg is transportation. There are over 7,000 public parking spaces in off-street lots and garages within a narrow corridor of the downtown area. Getting everyone from the parking to the event is crucial and shuttles are the only way to do it effectively. The rule of thumb is any event that draws more than 2,000 attendees should have a shuttle service in place. A list of public garages close to the downtown area can be obtained by calling 551-3322. These garages should be advertised on the website or other printed material.

9.

Responsible alcohol management is an important factor in the success of your event. The proper sale and consumption of alcohol at an approved event is an important crowd management factor. If your organization is proactive in managing the sale of alcohol at your event, many problems can be minimized or avoided. This makes your event a positive experience for all attendees. There are certain regulations which your organization must comply with when having an event in an alcohol approved venue in the City of St. Petersburg.

10. When beer/wine is served during the event, organizers assume the responsibility to follow all State and Local regulations. The following pages outline procedures for securing the proper City/County/State permits to host an outdoor special event in St. Petersburg. Some information may not apply to your particular event. Securing permits, applications, etc., is the responsibility of your organization. Copies of all permits must be filed with the Co-Sponsored Events Office. The permit and license fees listed are in effect as of the date of publication and are subject to change without prior notification. Please verify fees with the issuing department.

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Department Responsibilities for Special Events Recreation Department City of St. Petersburg 1400 19th Street North St. Petersburg, FL 33713 Thomas “Jet” Jackson Stevie Osterland

893-7494 893-7734

Fax: Fax:

892-5868 892-5868

'

Coordinates the City’s Co-Sponsorship application process

'

Coordinates all City Services for special events

'

Serves as liaison to other City departments with special event organizers

'

Serves as resource to sponsoring organizations

'

Does not issue permits but provides a listing of activities which require permits

The Co-sponsored Events Office was established to serve as a resource for organizations which currently produce or wish to produce special events within the City of St. Petersburg. The Co-Sponsored Events Office also oversees the application procedures for the City’s co-sponsorship of special events: including processing of applications, summarizing cost estimates for City services, preparing contracts, maintaining a calendar of special events and providing information on permitting procedures. The Co-Sponsored Events Office works closely with organizers throughout the planning phases to monitor logistics of the event. The Co-Sponsored Events office provides on-site staff before, during and after events to assist with producing the event. The Co-Sponsored Events Office also handles rentals of specific City equipment such as bleachers, risers, showmobile and a few tables, chairs and tents (Some rental equipment is only available to City co-sponsored events). The Co-Sponsored Events Office does not provide port-o-lets, but will help you find local vendors if you wish.

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Risk Management City of St. Petersburg One 4th Street North St. Petersburg, FL 33701 Cathryn Bernoskie Blaise Mazzola

893-7020 893-7314

Fax: Fax:

892-5570 892-5570

& Reviews all Special Event plans & Outlines general insurance requirements and any special requirements & Serves as resource for information regarding minimizing risks during events

The emphasis of the City of St. Petersburg’s Risk Management review of co-sponsored events is the identification and prevention of risks. Those involved in organizing an event should be very aware of the need to protect themselves and those who attend, from what could cause injury, death or property damage. The organizers must financially protect themselves and they have a duty to protect the public. Insurance is mandatory for all co-sponsored events. After a review of your event, the Risk Management Department will complete a Co-Sponsored Events/Risk Management Review Form which will outline your general insurance requirements plus any additional special requirements. Please note that these are minimum requirements and should not be used as your sole basis for deciding the amount of insurance needed for your event. You may want to obtain more coverage to better protect your organization. Proof of insurance is to take the form of a standard Accord Certificate of Insurance written by a licensed insurer acceptable to the City. Certificates of Insurance are due to the City of St. Petersburg no later than 5:00 p.m., thirty (30) days prior to the event. In general, the City requires Commercial General Liability Insurance for all co-sponsored events. This policy should provide coverage for general liability losses, personal and advertising injury and fire damage. Please note that the standard package may exclude coverages needed by your event (e.g., volunteer coverage, spectator liability, etc.). The coverage should be written on a “per occurrence” basis and should be inclusive of “startup” and “tear-down” dates. The City of St. Petersburg must be named as an additional insured on the policy. Occasionally the City requires additional coverage for contractual liability which provides protection for certain liabilities assumed by the sponsoring organization or event coordinator. If required, it may be possible to include this coverage as an endorsement to the Commercial General Liability Insurance Policy or written as a separate coverage attached to a more limited policy. -7-

Liquor Liability: If beer/wine beverages are either served or sold at the event, additional coverage is required to protect you and the City of St. Petersburg should a claim arise. The basic general liability policy usually excludes lawsuits arising from the serving of alcoholic beverages, therefore, a Liquor Liability Endorsement or separate policy is required. The policy or endorsement should be written to the limits listed on the Risk Management Review Form, and the City must be named as additional insured.

Other Contractual Agreements: Every individual or organization can be sued, and even if a lawsuit is groundless, the defendant will incur costs of investigation and legal defense. Occasionally the City will require special agreements with the event sponsoring agency. Examples of such special agreements are as follows: ì Waiver Agreements: A waiver is an informed relinquishing of a known legal right. Occasionally the City will require event participants or event coordinators to sign waivers as a requirement before certain activities take place. í Indemnity Agreement: An indemnity agreement is a contract where one party agrees to pay or indemnify the other party for any losses the latter may suffer in carrying out the terms of the contract. On occasion, the City requires event sponsors to sign indemnity agreements to protect the City in the event lawsuits arise from event activities. If a lawsuit is filed, the event sponsor agrees to pay for the City’s losses resulting from the filing of the claim. î Hold-Harmless Agreements: A hold-harmless agreement is a commitment that one contracting party makes to another to hold the latter harmless from specified types of legal claims that may be brought against the latter because of activities of the contract. If such an agreement is required, the event sponsor will be asked to sign a contract prior to the event.

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Public Safety Procedures At Crowded Venues The safety of the general public, event sponsors and city employees is of paramount importance at all events. Life safety is especially important at City Co-Sponsored Special Events and other City sponsored events because of the possibility of overcrowding in public parks or public facilities that may lead to damage to the City’s reputation, ability to host special events and the possibility of civil liability exposure. The State of Florida has enacted the Florida Fire Prevention Code for the entire state. This code addresses specific life safety issues and establishes procedures to help protect all citizens from harm or injury. This code applies to all municipalities, cities, counties and other public entities. In order to establish a consistent approach to potential safety concerns due to over crowded conditions, the City has established the following: 1. Fire Inspector - Co-Sponsored events anticipating large crowds have a Fire Inspector assigned to it for the length of the event. The Fire Inspector has the authority to act if public safety is jeopardized due to overcrowded conditions. Actions that may be taken are: Controlling gates to not allow any further entry by the public; Controlling street or other access to event; Institute evacuation procedures for public in attendance; or other action that is deemed necessary. 2. Police Event Commander - As in (1) above, some Co-Sponsored events also have an Event Commander assigned to it for the length of the event. The Event Commander works closely with and in conjunction with the Fire Inspector to enact any public safety issues that may arise including overcrowding in public venues. The Event Commander has the enforcement authority to implement actions such as: Controlling the entrance gates; Stopping beer and wine sales; Controlling street or other public access; or other action that is deemed necessary. 3. Sponsor Representative- Each large event sponsor must have a representative available at all times for consultation with the Fire Inspector and Event Commander during the times that the event is scheduled to have its gates opened. The representative must position themselves with the Fire Inspector and Event Commander at pre-determined times when maximum crowds are expected. If the decision is made to control access due to overcrowding, the Sponsor Representative’s function is to contact event vendors, alcohol vendors and all volunteers that the decision has been made and to help enforce the decision. The on site Recreation staff will also be available to provide input and to assist in the implementation of the decision. Communication is the key to all of the above in order to handle the logistics of enforcing public and life safety requirements. This will allow for the safe and efficient accomplishment of the decision. -9-

Construction Services/Permitting & Development Services (Alcohol) City of St. Petersburg One 4th Street North St. Petersburg, FL 33701 Scott Crawford (Permitting) Pam Lee (Alcohol)

893-7385 892-5096

Fax: Fax:

892-5447 892-5557

z z z z

Processes applications for temporary use permits Processes applications for electrical permits Processes applications for tent permits (tents over 120 square feet) Processes applications for permits for erection of bleachers or scaffolding, signs, balloons and staging. z Serves as a source of information regarding alcohol sale permit. z Serves as a source of information regarding use of signage and balloons. An electrical permit is required whenever Florida Progress is requested to install temporary service, or when any electrical service or circuit is altered. All design changes must be preapproved by the City and the appropriate Department responsible for the property. All installations must be made by a licensed electrician. Diagrams must be submitted with the permit application. The fee is $65.00 plus $3.25 per circuit. No specific permit is required for placement of a stage, bleachers, and/or scaffolding in conjunction with a special event. This applies to placement of stage, bleacher and scaffolding units which are specifically designed to be assembled in a variety of configurations, depending on site needs, pre-fabricated, assembled for a special event and then disassembled to be moved to another location. An inspection will be made by a City inspector of all such structures after assembly and prior to the event. The inspection will be scheduled late in the day prior to the event, or early on the first day of the event. A permit and related inspections are required for the custom construction, at the site of a special event, of stage, bleachers, scaffolding or similar structures, where the construction is unique to the event and materials used are not prefabricated for this or similar uses. Engineering plans may be required. Tents or temporary structures must be approved by the Fire Department. As a prerequisite for this approval, tents must be in an open area with a minimum of thirty (30') clearance around the tent or structure. Tents cannot be attached to, placed upon or in any building. To obtain a permit, the application must be submitted to Construction Services & Permitting with the following: ì Three (3) site plans showing the location of the requested tent or structure and its relationship to all property lines. Ù Complete dimensions of tent/structure and description of use for tents. -10-

Ú Material with Certificate of Flame proofing or Flame Spread Rating. Û Signed authorization of property owner or Parks Department. Temporary Use Permit Fee is $82.00. On-site inspection will be done by the Fire Department. Tents and other structures not installed at ground level may require engineer signed and sealed plans.

Use of Signs & Balloons: A permit is required for the use of special signage such as balloons. A 10-day temporary permit for a maximum of $45.00 may be issued through Development Review Services. Only Cold Air inflatable balloons are allowed and must not encroach City right-of-ways or setbacks. Promotional lettering must not exceed 150 square feet and balloons must be no larger than 25 feet in width or length.

Procedures for Obtaining State Permit to Dispense Beer/Wine ì For an Event held by a non-profit entity, co-sponsored by the City and held in North Straub Park, South Straub Park, Vinoy Park, Spa Beach Park, Poynter Park or Demens Landing, the following applies: Applicant must obtain permit(s) from the State of Florida, Department of Business Regulation, Division of Alcoholic Beverages and Tobacco (813) 272-2610. Fee is $25.00. Applicant must call for application and appointment time and must provide, with the State Application Form, a copy of the approved Park Permit or letter giving permission to use City property. The State will not issue the license without approval from the Parks Department for use of the land. In addition, the State Application Form must be signed by a City official. Bring State Forms to: Pam Lee at (727) 892-5096 for review and approval (no fee). Ù For an event held by a non-profit entity, co-sponsored by the City and held on City property other than the parks listed above: Applicant must apply for a variance to Chapter Three of the City Code. The application (fee is $100) must be submitted and fee paid at least sixty-five (65) days in advance of the planned event. The application requires a map of the event showing the locations of the points of sale of beverages and proof of liability insurance. If approved, then the applicant follows the procedures outlined under #1 above. Ú Liability Insurance, including Liquor Liability, naming the City as additional insured, will be required.

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Alcohol Management 1.

The City requires special training for all who will be involved in the sale of beer and wine. At a minimum, each volunteer from the non profit agency is required to read and sign the printed regulations prior to working in an approved concession area. Copies of the signed pages should be given to the Recreation Department Special Events office.

2.

Only non profit volunteers, officers and persons associated with the non profit agency can serve the alcohol. None of these persons are allowed to drink alcohol during their work shift. None of these persons who arrive intoxicated will be permitted to work in the approved concession area.

3.

Alcohol is defined as beer and/or wine. No “hard” alcohol is permitted. Any wine based beverage containing MORE than 19% alcohol would be considered a liquor and therefore would not be permissible in the parks.

4.

NO alcohol shall be brought into or out of the venue by patrons. Proper posted signs shall be at the entrance and exit of the venue. Trash containers shall be provided at the entrance/exit for disposal of these beverages prior to entering or leaving the venue. Open containers of alcohol and drinking in the public right of way or in parking areas are not permitted by law.

5.

Each approved concession area for the sale of beer and wine must have signs specifying the legal drinking age and hours of sales. Mobile vending of beer and wine is not permitted. All beer and wine sales must be at pre-approved concession areas. No glass containers may be brought into the park by beverage vendors for cup dispensing.

6.

All individuals should have the age verified prior to selling them beer/wine. If a centralized ID check area is to be used, proof of verification can be ink stamp images or wrist bands or some other method that had been previously approved by the City of St. Petersburg Police Department.

7.

No more than two (2) alcoholic beverages may be purchased at one time by any one patron. Any patron who appears to be intoxicated should NOT be served alcohol.

8.

“Last Call” announcement must be made at least 45 minutes before the scheduled end of the event and all beer/wine sales must cease at least 30 minutes prior to scheduled end of the event. No alcohol can be sold prior to 11:00am Sundays.

9.

Alcohol consumption laws will be enforced by both the St. Petersburg Police and the State of Florida beverage agents (ATF). Remember to err on the side of caution if there is any question that an individual should be served. -12-

Alcohol Management ADDITIONAL CONSIDERATIONS Designated Driver Program The City of St. Petersburg fully supports a Designated Driver program for any sponsored or co-sponsored event. These programs can either be community based ( Such as Mothers Against Drunk Driving - MADD) or sponsored by the makers or distributors of beer and wine for the event. Some considerations are: providing non alcoholic beverages in specially marked containers; arrange for alternative transportation such as taxis, trolleys, buses; making phone calls to a friend or relative for a ride for those who have consumed too much alcohol and so forth. Many community based organizations have materials and information available through their web sites. There is a web site for MADD (www.madd.org). In addition, local distributors have several methods to help with the implementation of Designated Driver Program.

Boaters Alcohol consumption is a special concern for boaters. Alcohol impairs the judgement ability of drivers of boats just the same as drivers of automobiles. Alcohol also impairs the ability to swim and shortens cold water survival time. Some events will have the Police Marine patrol on duty to assist.

Alcohol Related Laws Attached to this section is a listing of a few of the State and local alcohol beverage laws which could affect your event. These are presented as summaries and the specific law or ordinance or regulation should be consulted for the specific details.

Volunteer Listing Also provided in this section is an example of a Volunteer/Worker agreement that is required to be filled out by any event sponsor as mentioned previously. This is an example only and any type of readable document will be sufficient to comply with this section.

Acknowledgment of Alcohol Responsibility Form must be signed by the Promoter and Non Profit Group Representative and filed with the Recreation Department no Later than (10) working days before event.

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Alcohol Management Alcohol Related Laws The following list contains a few of the state and local alcoholic beverage laws which could affect your event. These are only brief summaries and the laws themselves should be reviewed for specific details. FSS 562.12

Beverages sold with improper license, or without license, or registration, or held with intent to sell prohibited. This state statute prohibits any person from selling alcoholic beverages without a license or in a manner not permitted by his license. This is a criminal violation which is a misdemeanor of the second degree.

FSS 562.11

Selling, giving, or serving alcoholic beverages to persons under age 21, etc. This state statute prohibits any person to sell, give, serve, or permit to be served, or to permit a person under the age of 21 to consume an alcoholic beverage on the licensed premises. This is a criminal violation which is a misdemeanor of the second degree.

FSS 562.111

Possession of alcoholic beverages by persons under age 21 prohibited. This state statute prohibits any person under the age of 21 to possess an alcoholic beverage. This is a criminal violation which is a misdemeanor of the second degree, and, on a second conviction, a first degree misdemeanor. The courts will also direct the Department of Highway Safety and Motor Vehicles to withhold, suspend or revoke the violator’s driver’s license.

City Code 3-15

Consumption of Alcohol in Public Places. This City ordinance prohibits persons from consuming or carrying open cans or containers containing alcoholic beverages on any public right-of-ways, including streets, sidewalks and alleys. City sponsored and co-sponsored events are exempt from the requirements of this ordinance. This exemption applies only to the area designated for the event and during the days and times of the event according to the permit.

FSS 316.1936

Possession of open containers of alcoholic beverages in vehicles prohibited; penalties. This state statute prohibits any person from possessing an open container of an alcoholic beverage while operating a vehicle or while a passenger in or on a vehicle. This does not include passengers of motor homes over 21 feet long and passengers in limousines and buses driven by operators with valid chauffeur’s licenses. This is a civil infraction which is a non-criminal moving traffic violation.

FSS 562.51

Retail alcoholic beverage establishments; rights as a private enterprise. A licensed retail alcoholic beverage establishment, open to the public, may refuse service to any person who is objectionable or undesirable to the licensee, but such refusal of service shall not be on the basis of race, creed, color, religion, sex, national origin, marital status or physical handicap.

FSS 322.051

Identification cards. Florida identification (ID) cards are available to any person 12 years of age or older. It is unlawful to possess a fictitious or altered card and it is unlawful to lend the ID to any other for their use or for a person to display or represent any card not issued to him as being his card.

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Alcohol Management Volunteer/Worker Agreement By signing below, I acknowledge that I have read and understand the regulations set forth by the City of St. Petersburg for the sale and consumption of alcoholic beverages at Special Events held within the City of St. Petersburg. I agree to abide by these regulation while performing my duties as a volunteer or worker in an alcohol concession area at the special event. Signature

Printed Name

Address

Date

Event Name : _______________________________________________________ Event Location: _______________________________________________________ This document and signature must be maintained by event organizers for two (2) years and may be requested or inspected by the City at any time. This agreement is valid for a period or one year from the date of the signature

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Responsible Alcohol Management Acknowledgment of Alcohol Responsibility As the organizer/producer of

to be held Event

at

on

,

Location

Date

I/we have read and understand the policies pertaining to the sale and dispensing of alcohol(beer/wine) at said event. I/we further understand that a list of volunteers dispensing the alcohol needs to be on file with the City and that the Parks Department policies prohibit the use of single-serve or any other glass containers for cup dispensing.

Organizer

Date

Non-Profit Representative

Date

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Police Department Special Events Section City of St. Petersburg 1300 First Avenue North St. Petersburg, FL 33705 Sgt. Gary Dukeman:

893-7170

Fax:

892-5587

q Reviews and issues permits for parades, foot races, bike races, etc. q Reviews and issues permits for temporary street closures q Assigns officers for traffic and parking control, and security when necessary during events q Approves routes for street races The Police Department works closely with event organizers to determine the level of services needed for an event to ensure the physical safety of participants and spectators. To obtain an application for a parade permit (including foot races and bike races, etc.) or a street closure permit, the organization must contact the Special Events Unit of the Police Department. The date, time, route map, and insurance certificate must accompany the completed application. The non-refundable permit fee is $30.00 for a parade and $20.00 for a street closure. The Department’s current contract rate for securing off-duty services is $37.50 an hour per officer, $45.00 an hour per sergeant, $52.00 an hour per lieutenant, and $10.00 per hour per police vehicle. A 3.5 hour minimum is required (includes one-half hour travel time). The Special Events Unit will provide estimates for service upon reviewing applications for service. Unless other arrangements are made, Police costs are to be paid directly to the Police, prior to the event, at the current contract rate.

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Fire Department City of St. Petersburg 400 Dr. Martin Luther King Street South St. Petersburg, FL 33701 Terry Barber Rob Henderson

893-7701 893-7700

Fax: Fax:

892-5011 892-5011

s Reviews applications for tent permits s Provides permits for fireworks displays s Provides vendor inspections prior to event opening s Assigns emergency medical personnel as required/requested s Issues public assembly permits as necessary All organizations requesting permission to use pyrotechnics/fireworks must first obtain the necessary permits through the Fire Department, FAA and/or Coast Guard. Once the federally licensed fireworks company has posted a $1,000 bond, a $1,000,000 liability insurance certificate and received permission from the Coast Guard and FAA (if shot over water) - a fireworks permit (for $50) will be issued by the Fire Prevention Division. FAA clearance must be obtained from support and maritime facilities for the event if held in the vicinity of the Albert Whitted Airport (893-7654). FAA clearance must be obtained if fireworks are to be shot from any inland area or park located within five miles of an airport. The FAA flight standard district office number is 551-1434. On-site fire inspectors, fire apparatus, rescue teams, and Police (detonation area and marine security) are required for all fireworks displays. Application must be made in writing at least 30 days in advance of the event (City Ordinance Section 13-39). Section 13-93 of the St. Petersburg City Code requires a permit for any indoor public gathering if more than 600 persons at one time or more than 5,000 persons per day are anticipated to gather. The current rate for providing services for special events is $40.00 an hour for Fire Inspectors, $32.00 an hour for paramedics, $27.00 for Firefighters, and $33.00 an hour for Fire Lieutenants. The Fire Department has issued guidelines governing the cooking of food at outdoor events: 1. Cooking vendor separation is a minimum of 8 feet Vendor to Vendor. 2. Tents: a.

Separate tents for cooking and dining

b.

Temporary wiring (lights, etc.) shall meet National Electric Code (N.F.P.A. #70) requirements. -18-

Tents Cont: c.

Tents with enclosed sides or seating capacity in excess of 100 persons require emergency lighting and illuminated “Exit” signage.

d.

A tent permit is needed for all tents greater than 120 square feet, permit is obtained from Construction Services.

3. Extension Cords: a.

Must be a minimum of 3-wire, heavy duty and rated for the load intended.

b.

Power supply cords must be in good condition (no splices or bare wires.).

c.

Cannot pose a tripping hazard.

4. Electric, gas or charcoal grills permitted: a.

Propane burners should be a listed manufacturer’s device with either a U.S. or A.G.A. (American Gas Association) label.

b.

Gas cylinders must be firmly secured.

c.

Metal coal collection containers are required for charcoal grills.

d.

Power supply cords must be in good condition (no splices or bare wires).

e.

No smoking allowed in area of flammable gas cylinders.

5. Fire extinguisher requirements: a.

Minimum of U.L. rated 2A10BC fire extinguisher inspected and tagged by a licensed fire extinguisher dealer.

b.

A U.S. rated 40BC fire extinguisher inspected and tagged by a licensed fire extinguisher dealer is required for deep fat fryers.

6. Fire Department Services: a.

A minimum of one (1) EMS unit and one (1) Fire Inspector on site if expected attendance is over 10,000 for the day, or if access or service problems are anticipated.

b.

Costs for the above services and the cooking inspection will be billed to the sponsoring organization or promoter.

*** These guidelines are not all inclusive. Additional requirements or resources may be needed based on past experience with the type of event scheduled. -19-

Parks Department City of St. Petersburg 1400 19th Street North St. Petersburg, FL 33713 Linda Seufert Joe Castro (Waterfront Parks ) Chandravasa Srinivasa (Williams Park) (Grand Central)

893-7313 892-5586 893-7629

Fax: Fax: Fax:

892-5103 892-5103 892-5103

| Processes applications for park usage | Assigns needed staffing levels for park clean up | Arranges for trash collection containers | Requires proof of liability insurance before issuing a park permit | Provides site maps for waterfront parks The Parks Department issues permits for the use of City green space. Applications may be picked up from the Parks office and must be notarized when completed. The permit reserves the park, and is necessary to obtain various other city/state permits. Requests must be made at least 30 days prior and no earlier than 6 months before. See sample, pages 22 & 23. There is no charge for a park permit, with the exception of the Williams Park Bandshell. Groups may be charged an impact fee if the size of anticipated crowd results in excessive wear and tear on turf, or if damages to the park occur. No private passenger vehicles are allowed to drive into the park. Vendors must limit the number of vehicles brought onto park land for unloading supplies or equipment. In NO case will these vehicles be allowed to park on grassy areas for any extended time. Organizers must report all damages to park equipment (irrigation pipes, electrical outlets, etc.) so that repairs can be made as quickly as possible. Organizers must exercise caution to protect all park property, including plantings, electrical sources, sprinklers and sod. Tent and fence companies must check with park personnel on site before erecting tents, to avoid hitting water or electrical lines buried underground. Set-up for special events is allowed five working days before the start of your event. Any time beyond the 5 days will require special permission; as in back to back events sharing the cost of equipment. All equipment and structures placed in the park must be removed by the end of the first working day after the event. -20-

Vendors must supply their own trash containers for inside their tents. All food items must be placed in trash receptacles. Many vendors have thrown food wastes onto the ground during removal of their set-up. A fee will be charged to the sponsoring organization for this type of disregard for sanitation. Boxes used by vendors should be stacked neatly behind their set-up, ready for removal by park crews. Advertising will not be allowed in the park land for a special event until five (5) working days before the event. No glass bottled beverages or plastic wine glasses allowed in the park without prior approval from the City of St. Petersburg. Glass bottles present a safety hazard for the general public and Parks Department staff. No straws allowed in the park. Waterfront parks are an environmentally sensitive area. Please respect our marine life by alerting your drink vendors of this request. Vendors are limited to electrical outlets drawing no more than 40 amps. All cooking equipment should be as self contained as possible. All tents must be secured and have covers over exposed stakes in City parks.

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Marketing Department City of St. Petersburg 175 5th Street North St. Petersburg, Fl 33701 Main number: 893-7465

Fax number:

892-5372

The city’s Marketing Department’s events & outreach team recruits and provides service to special events that have a direct economic impact on St. Petersburg, including major sporting events, conventions, festivals or other events that attract a national and international exposure. Event promotion is provided through calendar listings, poster and flyer distribution, publicity guidance, on-site information and hospitality services. Note: All printed media must have City logo. Note: Event listing submissions must be e-mailed to [email protected] in the following format: date, exact title of the event, event venue, address, time, description (25 words or less), cost, contact number and Web site address. All changes, additions and cancellations must be sent by e-mail to [email protected] Jennifer Hines, Information Specialist (part-time) Updates and maintains on-line event listings and quarterly printed calendar. Quarterly event calendar submission deadlines are 12/1, 3/1, 6/1 & 9/1. Submissions for the city’s on-line event listings are ongoing and updated weekly. Contact: 551-3290 [email protected] Kim Tyre, Marketing Outreach Supervisor Coordinates event outreach initiatives, including on-site information services and event material distribution. Contact: 551-3001 [email protected] Lindsey Nickel, Information Specialist Provides public relations support for city co-sponsored events and tourism initiatives. Contact: 551-3381 [email protected] Jacqulyn Schuett, Event Marketing Manager Provides general event development & outreach support. Contact: 892-5342 [email protected]

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Community Affairs Department City of St. Petersburg 175 5th Street North St. Petersburg, FL 33701 Kristen Mory

892-5507

Fax:

892-5064

Reviews plans for special events and monitors accessibility check list to assure that events are accessible to persons with disabilities.

City of St. Petersburg, Community Affairs Department SPECIAL EVENT ACCESSIBILITY QUICK REFERENCE GUIDE: As required by the Americans with Disabilities Act, all events or any other activities held on City property (City facilities, including buildings and parks, and public rights-of-way) must be accessible to people with disabilities. The Department of Community Affairs provides the following information to assist you in ensuring that your events are accessible. GENERAL • Integration of individuals with disabilities should be paramount, and persons making requests for accommodations shall not be charged any additional fees for services. • All reasonable requests for accommodations must be granted pursuant to applicable laws, unless a request would result in a fundamental alteration in the nature of services or activities, or would result in undue financial and administrative burdens. Prior to denying any request for accommodation, you must contact the Community Affairs Department for a review of compliance with applicable laws. • No matter the type of disability of the owner, service animals must be allowed to accompany their owners and cannot be excluded from an event or areas in an event where persons are permitted. The most common service animals are dogs, but other species, for example, cats, birds and other animals can qualify. You also cannot require a person with a disability to show proof or certification of the service animal’s status, and you can only exclude animals that exhibit behaviors that pose a direct threat to the health or safety of others. • All printed and Web advertising material for an event should include the Request for Accommodation notice; sample notice is provided on the application, page 31, #5a. • An event layout plan showing all accessibility elements, including, but not limited to, accessible parking, portable toilets, ramps, seating, paths of travel, etc. shall accompany your Accessibility checklist and application. • Please return your completed accessibility checklist and event application to the Community Affairs Department at least 10 days prior to the event. See sample, page 28.

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ACCESSIBLE PATHS OF TRAVEL • Accessible paths of travel must be stable, firm, slip resistant and comply with Sections 11-4.3 - 11-4.5 of the Florida Building Code. • Accessible paths are at least 36 inches wide; curb ramps must be 44 inches wide. • All means of public ingress and egress should be on the ground floor and accessible when feasible. Entrances or exits that are not accessible should have directional signs to an accessible entrance or exit. • If there are elevation changes greater than ½ inch on an accessible route, then a curb ramp (that does not exceed an 8.33% grade or 1:12) or a lift must be provided. • All cords, wires, hoses, etc., that are located within a path of travel must be ramped or placed within a cord cover. • An accessible route is required from the accessible parking, and from the passenger loading and unloading zone to the event entrance and within the event itself. • An accessible path of travel shall have no protrusions up to a height of 80”, including scaffolding and scaffolding braces. • Where the path of travel is adjacent to potentially hazardous conditions, the path must be protected with a barricade. • If an alternate path of travel is provided because the main path of travel is obstructed, signage designating the alternate path of travel is required. • Where possible, the alternate path of travel shall be parallel to the disrupted pedestrian access route, and on the same side of the street. PARKING • If parking is provided for an event, accessible parking is required; one in every eight spaces must be van accessible. • If no parking is provided, an accessible passenger loading and unloading zone is required. • Accessible parking and passenger loading and unloading zones are required to be identified using a mounted, visible sign with the international symbol for accessibility. COMMUNICATIONS • Effective communication through auxiliary aids and services allows people with disabilities to participate meaningfully in events, and are required when requested. • Auxiliary aids and services include a wide range of communication techniques and devices that will vary in accordance with the length and complexity of the communication involved. • When auxiliary aids or services are provided, accessible areas should be reserved near the front of the seating/gathering area to provide those using the aids or services and their companions with unobstructed viewing of the stage or performance. SALES OR SERVICE COUNTERS • If sales or service counters are provided for your event, the height must be no more than 36” from the finished floor or the ground, and the width must be at least 36” wide.

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SEATING • If seating is provided, accessible seating with companion seating is required. • When seating is at tables, there should be adequate space for wheelchairs and the knee clearance should be at least 27 inches from the ground. • Wheelchair seating shall be integrated and shall be provided to give people with physical disabilities a choice of admission prices and lines of sight comparable to those for members of the general public. • Accessible seating and companion seating areas must be identified using the international symbol for accessibility and placed for maximum visibility. PORTABLE TOILETS • If portable toilets are provided, they must be accessible and located on a level area not to exceed a 2% cross-slope in any direction. • The total number of portable toilets to be provided for the event determines the required number of accessible portable toilets in any given area. This number is 5% of the total, but in no event less than one for each location. If a single unit is placed, it must be accessible. The placement of single units will increase the number of accessible portable toilets required for your event. • Accessible portable toilets must be identified with the international symbol of accessibility. • Hand washing facilities are required at each location and must be accessible. Please note: compliance with this checklist/application may not ensure compliance with all of the applicable laws, regulations, ordinances or codes addressing accessibility. These guidelines are provided to enhance accessibility and usability for citizens with disabilities. See sample event application on the following page.

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City of St. Petersburg, Community Affairs Department Accessibility Checklist and Event Application Event Name: Event Representative: Address: Phone: 1.

Event Dates:

Fax:

E-Mail:

Parking: a. If you expect that participants will be parking in city-owned parking facilities for your event, have you contacted the parking manager in the Department of Transportation and Parking to discuss your needs? Yes___ No___ NA ___ b. If you are using private property for additional parking, you will need to follow the guidelines below: The number of accessible parking spaces per lot or parking facility shall comply with the following table: Total Spaces in Parking Lot 1 26 51 76 101 501 1001

to 25 to 50 to 75 to 100 to 500 to 1000 and over

Accessible Spaces Required 1 2 3 4 5 plus 1 per each additional 50 spaces 2% of total 20 plus 1 for each additional 100 spaces

**Please note that there are also specific size requirements and signage requirements for parking spaces that can be found in Ch. 553.5041 of the Florida Statutes or Chapter 11 of the Florida Building Code. c. Are your private parking facilities in compliance with Ch. 553.5041 of the Florida Statues or the Florida Building Code? Yes___ No___ NA ___ 2. Portable Toilet Units: For single user portable toilet or bathing units clustered at a single location, at least five percent (5%) but no less than one accessible toilet unit shall be installed in each grouping and they should be placed on an accessible route. If only one is provided in a location, it should be accessible. a. Total Number of Portable Units: _______ b. Total Number of Accessible Portable Units: _______ c. Is there at least one accessible unit in each group including accessible hand washing facilities (even if the group is a single unit)? Yes___ No___ NA ___

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3. Accessible Routes: a. Do you plan to have any entrance or exit areas to the event, or is the event open to the public with no restricted access? Open___ Restricted/Ticketed___ b. If restricted, are your entrances and exits (including emergency exits) at least 36-inches wide and free from barriers to provide an accessible route? Yes___ No___ If any of your entrances and/or exits do not have the 36-inch minimum clearance, please document the reasons for the restriction and whether you have alternative entrances and exits that are marked with signs.

c. If you have a passenger loading/unloading zone, is it accessible? Yes___ No___ NA___ d. Is the route of travel through the event stable, firm, free from obstructions, slip resistant and at least 36 inches wide? Yes___ No___ e. If you are using ancillary ramps to provide access, please document that below (all ramps shall be at a ratio of no more than 1:12 (1 inch incline to each foot in length))

4. The tops of accessible tables and counters should be between 28 – 34 inches above the finished floor or ground and should be on an accessible route. a. Are all of the vendors and planned activities accessible to persons with disabilities? Yes___ No___ If no, please provide a necessary reason why they are not all located on an accessible pathway or do not have displays that conform to guidelines.

b. Will your food and other vendors have accessible counter displays? Yes___ No___ NA___ c. Is there any seating available for dining? Yes___ No___ d. If yes, is at least 5% of the seating accessible? (For example, is space available for a wheelchair; table has at least 27 inches of knee clearance) Yes___ No___ e. Do you plan to have any seating available for viewing concerts or other performances? Yes___ No___ NA___

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f.

If yes, do you have a section reserved with accessible, unobstructed viewing for persons with disabilities and their companions? Yes___ No___

g. Do you plan to have sign-language interpreters or any other auxiliary aids or services available for persons with disabilities? Yes___ No___ NA___ If yes, please provide details about those below.

h. Yes, I am prepared and willing to grant all reasonable requests for accommodations for this event. _____ (Please initial here) All reasonable requests for accommodations must be granted pursuant to applicable laws, unless a request would result in a fundamental alteration in the nature of services or activities, or would result in undue financial and administrative burdens. Prior to denying any request for accommodation, you must contact the Community Affairs Department for a review of compliance with applicable laws. 5. Signage and Marketing: Appropriately sized signs with the international symbol of accessibility illustrated below help people identify facilities that are accessible at your event. Directional signs should be provided in highly contrasting colors, such as white on black or black on white. The characters on the signs should be at least between 5/8 and 2 inches in length, and the signs should be highly visible and not blocking accessible routes of travel. a. Will you have appropriate, visible signage to inform people with disabilities about all accessible facilities at your event? Yes___ No___ NA___ Please add the following language to any marketing materials related to the event. “This event was designed to provide equal opportunity for enjoyment to all participants. If you would like to request any particular aids or services pursuant to disability laws, please contact the Community Affairs Department at 727-893-7345.” b. Printed or Web event announcements created by the organization/event I represent will include equal opportunity language similar to that noted above. _____ (Please initial here) Please list a contact name and phone number for someone who will be present during the event and can respond to requests related to accessibility issues: Contact Name:

Phone:

Thank you for completing this form. Please return it to the Community Affairs Department with your event accessibility layout diagram/map for signature no later than 15 days prior to your event.

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Please note that compliance with this checklist/application may not ensure compliance with all of the applicable laws, regulations, ordinances or codes addressing accessibility. These guidelines are provided to enhance accessibility and usability for citizens with disabilities. For more information about accessibility guidelines, please refer to Chapter 553 of the Florida Statutes, Chapter 11 of the Florida Building Code or contact us at 727-893-7345. We look forward to working with you on this event! I certify that the answers above are true to the best of my knowledge and intentions:

Signature, Event Representative

Date

Print Name, Event Representative This event has been approved by the Community Affairs Department:

ADA Coordinator

Date

Director of Community Affairs

Date

Additional copies of this form can be found on our Web site at www.stpete.org/caforms.htm Please return the form with your event layout map to: City of St. Petersburg Department of Community Affairs P.O. Box 2842, St. Petersburg, FL 33731-2842 Phone: 727-893-7345 Fax: 727-892-5064 E-Mail: [email protected]

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Transportation and Parking Services City of St. Petersburg 1744 Ninth Avenue North St. Petersburg, FL 33713 Jerry Babcock, Jr.

893-7450

Fax:

893-7212

k Provides barricades, traffic cones and other traffic equipment as required k Assigns personnel to erect traffic and parking control devices k Works closely with Police Department to provide services and equipment for special events The Transportation and Parking Services Department is responsible for supplying equipment to assist the Police Department in controlling vehicular traffic during special events. All street closures are approved and coordinated through the Police Department.

Parking Enforcement City of St. Petersburg One 4th Street North St. Petersburg, FL 33701 Earl E. Cooley Jamie Keseleski

551-3120 551-3122

Fax: Fax:

551-3121 551-3121

Parking enforcement will post signs for specific parking, but event organizer must monitor the areas to assure that only approved vehicles use the designated spaces. Event organizers must prepare approved parking passes for anyone designated for special parking and organizers are cautioned to limit the number of spaces to be used. All event organizers should publicize areas for general public parking (including handicap parking area) so that those coming to the event will have ideas where to park.

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Department of Transportation and Parking City of St. Petersburg One 4th Street North St. Petersburg, FL 33701 Evan Mory Darlene Lewis * * * * * * *

551-3322 893-7420

Fax: Fax:

551-3326 551-3326

Coordinates transportation and parking issues relative to Special Events. Reviews and approves the Parking and Access Plan. Reviews and approves permits affecting City parking area, including parking lots, garages, changes to on-street parking regulations, and street closures. Programs and deploys directional wayfaring signs and variable message signs. Implements shuttle services for co-sponsored and special events. Assigns special parking accommodations. Develops and coordinates traffic detour elements.

To run smoothly, special events, especially large events, require a coordinated, comprehensive look at site accessibility and parking supply and distribution. The larger the event, the more critical the transportation and parking issues. Poor or uncoordinated planning for these events reflects upon the City’s ability to help stage such events. As such, the following is required: A) Small Event – for events with an estimated daily attendance of less than 2,000, included within the permit “Site Plan” will be: 1. 2. 3. 4. 5. 6. 7.

Location of disabled parking and number of spaces Desired location of vendor parking, number of spaces and alternate sites Desired location and amount of volunteer parking and alternate sites Desired location of VIP parking (if applicable), number of spaces and alternate sites Location of access sidewalks to be closed Location of bike racks close to entranceway Any other issue or special condition relevant to parking

B) Large Event – for all events with an estimated daily attendance of 2,000 or more, a “Parking and Access Plan” will be prepared to include: 1. 2. 3. 4. 5. 6.

Item 1 through 7 above, i.e., Small Event items Location of bicycle corral and number of spaces Location of motorcycle parking Shuttle service load and unload locations, route and service frequency Parking area control plan and number of workers and posting locations Location of any street, parking areas, and sidewalk closures, pedestrian access plan, and detours

The Parking and Access Plan will be reviewed and approved by the Department of Transportation and Parking.

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Waterfront Enterprise City of St. Petersburg 400 2nd Avenue NE St. Petersburg, FL 33701 Francis Mohan Ron Williams

893-7329

Fax:

551-3223

Waterfront Enterprise oversees downtown waterfront marinas.

The Pier 800 2nd Avenue NE St. Petersburg, FL 33701 Susan M. Robertson

821-6443

Fax:

821-6451

Works with event organizers for events held on or adjacent to the Pier.

Business Tax Division City of St. Petersburg 325 Central Ave St. Petersburg, FL 33701 Joan Smith

893-7241

Fax:

893-4121

e Issues City business tax receipts for special events. e Serves as a resource for information concerning business taxes. The Business Tax Division collects business taxes from profit sponsors for events held in the City of St. Petersburg. Separate taxes are required for each event (tax is $25 per event). Professional promoters who charge a fee to promote events or to secure entertainment for events must obtain a separate business tax as a promoter. The sponsor/promoter of any event where admission is charged must pay a business tax. The events may include: 1. Displays, Exhibits, Art Shows, Craft Shows, etc. 2. Circus or tent shows (requires special permission) 3. Concerts or similar shows with an admission charge 4. Exhibits with an admission charge -34-

State of Florida Department of Business & Professional Regulations Division of Hotel & Restaurants 3725 West Grace Street, Suite 520 Tampa, FL 33607-4822 813-356-1607 n Handles licensing and inspection for special events that are thirty (30) days or less in duration n Sets guidelines for temporary food service vendors at special events n Inspects each food vendor site before an event is permitted to sell food The Department of Business and Professional Regulation has the responsibility to assure that all vendors practice safe methods of food handling. Regulations include the following elements: Ø Ù Ú Û Ü Ý Þ ß à á

Obtain food from approved sources. Wash hands thoroughly before and after handling food. No bare hand contact with ready to eat foods. Keep hot foods at or above 140 B F and cold foods at or below 41 B F. Thaw foods properly. Use proper fire extinguishers. Do not store food items on ice used for beverages. Dispose of solid and liquid waste properly and routinely. Keep foods covered and protected. Food stored off the ground. Wiping cloths must be stored in an approved sanitary solution.

Regulations pertaining to the site: Ø Ù Ú Û Ü Ý

Overhead protection shall be provided at all food service operations when food is prepared on the premises. The service or sale of home prepared food is not permitted. Condiments shall be served in single service packets, or self-closing containers to protect them from contamination. All food service operations which prepare food on the premises shall provide an adequate supply of potable water for cleaning and employee hand washing. Premises shall be kept clean and free of any litter and garbage. All necessary means to prevent flying insects landing on food and food preparation areas must be utilized.

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Personnel: Ø

Most pathogenic bacteria that cause food borne illnesses are transmitted to foods by food service workers. For this reason, it is important that employees maintain high standards of personal cleanliness. Food workers must maintain proper hygiene during work periods. Food workers must wash their hands before starting work, when returning to work after any break in food preparation activities, or any time their hands become soiled.

Ù

An adequate supply of water may be provided in clean, portable containers equipped with on/off valves. Soap and single-service towels shall be available for hand washing and hand drying.

Utensils: Ø

All food service operations at temporary food service event without effective facilities for cleaning and sanitizing tableware shall provide only single-service (paper, wood or plastic) eating and drinking utensils such as plates, forks, spoons, etc. for use by the consumer.

Solid and Liquid Waste: Ø

Liquid waste which is not discharged into a sewerage system shall be disposed of in a manner that will not create public health hazard or sanitary nuisance.

Procedures for Notification: Ø

Event sponsor or designated agent must contact the local DBPR (at 813-356-1607) three days prior to the scheduled event: a. Give the type of food service event with time and location. b. Give names of food vendor companies.

Ù

Vendors may not operate until all sanitary conditions are met.

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Portable Sanitary Facilities Guide: Portable sanitary facility requirements for temporary outdoor events are addressed in Chapter 64E-10 of the Florida Administrative Code and are enforced by the State of Florida Department of Health. It is recommended that you review Section 64E-10.002 Special Requirements and follow the listed requirements. The following facility counts are rough guidelines only and shall not be used to insure compliance with Chapter 64E-10. Number 1-100 . . . . . . . 101-250 . . . . . 251-360 . . . . . 361-470 . . . . . 471-690 . . . . . 691-975 . . . . . 976-1,300 . . . . 1,301-1,675 . . 1,676-2,000 . . 2,001-2,475 . . 2,476-2,700 . . 2,701-5,000 . . 5,001-10,000 . 10,001-15,000 15,001-20,000 20,001-25,000 25,001-30,000 30,001-35,000 35,001-40,000 40,001-45,000 45,001-50,000 *50,000+

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

Toilets .. 3 .. ..5 .. ..6 .. ..7 .. ..9 .. . 11 . . . 12 . . . 14 . . . 16 . . . 17 . . . 18 . . . 25 . . . 39 . . . 54 . . . 68 . . . 82 . . . 96 . . 111 . . 125 . . 139 . . 154 . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . .

Sinks .. 2 .. 3 .. 3 .. 5 .. 5 .. 8 .. 8 . 10 . 11 . 13 . 15 . 20 . 30 . 40 . 50 . 60 . 70 . 80 . 90 100 110

*For numbers greater than 50,000 add 1 toilet for each 350 people and 1 hand washing sink for each 500 attendees.

64E-10.003 Cleanliness and Maintenance. Floors and plumbing fixtures shall be cleaned and sanitized as needed but not less than once per day. Plumbing fixtures and plumbing shall be maintained in good repair and free from odor. 64E-10.004 Soap, Towels and Toilet Tissue. Sanitary facilities shall be furnished with soap, preferably liquid type and approved single service towels or other approved hand-drying devices. The use of a common towel is prohibited. Each sanitary facility shall be provided with toilet tissue.

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Permits/Fees at a Glance Activity

Perm it/Fee

Departm ent

Phone

Use of City Park

Yes

(W illiam s Park Only) Bandshell - $25.00 for each 4 hr period. Staff (will provide electricity and or clean up)- $15.00/hr - 4 hour Min. Extra fee’s m ay apply after application is reviewed.

Parks

893-7335

Street Closure

Yes

($20.00 fee )

Police

893-7170

Parade/March/Race

Yes

($30.00 fee) {non refundable}

Police

893-7170

Use of Athletic Fields

Yes

(varies)

Athletics

893-7298

Yes

No Fee

Construction Services (Alcohol)

727-892-5096

Beer/W ine Service in Park

Yes

($25.00 fee up to 3 days for non-profits)

Florida Division of Alcoholic Beverages (State Agency)

813-272-2610

Tent/Fence Erection

Yes

($82.00 fee)

Construction Services

893-7385

Fireworks Display

Yes

($50.00 fee)

Fire

893-7701

Cooking

Yes

($85.00 m inim um Fire Inspection)

Fire

893-7701

Food Concessionaires

Yes

(varies) - 1 - 3 days $91.00 4 - 30 days $105.00

Dept. of Business & Professional Regulation (State Agency)

813-356-1607

Selling any product (Food, Crafts, Shirts)

Yes

($25.00 per event)

Business Tax Division

893-7241

Altering Electrical Sources in the Park

Yes

(call)

Construction Services

893-7385

Erecting tem porary structures (scaffolding, bleachers, etc.)

Yes

($82.00 fee)

Construction Services

893-7385

Indoor Public Assem bly

Yes

($50.00 fee)

Fire

893-7701

Specialized Parking

Yes

No fee

Parking Enforcem ent

893-7177

Please Note: Permit fees are subject to change. Please check with individual departments for current charges.

City Policy and Procedures Public Issue Speech Concerns During Special Events City Ordinance Number 1136-F regulates the use of public assemblies in the parks and streets in St. Petersburg. Particular mention is made of public issue or political speech in our parks. Current law allows the City to regulate public issue and political speech by regulating time, place and manner wherein such speech occurs. Though a park permit gives exclusive use of the premises to the permit holder, reasonable accommodations must be made for those groups/individuals who wish to exercise their right of free speech in a public park. The following provisions must be made for these persons by the park permit holder: Ø The group/individual(s) who wish to exercise their constitutional right (distributing literature, or soliciting signatures) will be assigned to a location in the park which has been specifically designated by the permit holder. (These rules do not restrict any individual’s right to speak at any time, in any place to any person, provided they comply with admission requirements and do not interfere with the event). Ù The group/individual(s) must provide their own table and chairs. Ú If the group/individual(s) refuse to abide by these provisions, the park permit holder may request that they leave the park. If necessary, police may be called to enforce this provision of the park permit. Û These accommodations do not apply to commercial ventures but refer only to groups or individuals who request the right to exercise free speech on matters which go to the heart of the democratic process.

City of St. Petersburg Co-Sponsored Events Checklist for Event Organizers The following is a list of details related to Special Events which may apply to your cosponsored event. Please review to determine which may be required. (Details for securing permits are found in the Special Events Handbook). Check-off as you complete the task. Park Permit

Essential if event held in City Park.

Liability Insurance

Required for all events.

Event Layout Map

Showing location of stage, tents, etc.

Tent/Temporary Structure

If erecting tents, staging, bleachers, etc.

Occupational License

Needed for all approved vendors (food and merchandise).

Fireworks Permit

Covers any pyrotechnics used in the event (fireworks as well as stage flares, torches, etc.).

Parade/Street Closure Permit

Required for foot races, bicycle races, parades, processions which require street closure.

Alcohol Permit

If approved for sale or consumption of beer/wine.

Have you arranged for Port-O-Lets (if event held outdoors) Staging, sound and lights (for entertainment) Licensed, certified electrician (for outdoor events) Backstage security - for outdoor concert venue Volunteers - to staff gates, vending areas, information and alcohol I.D. booths Two-way radio communications - needed in event command post as well as among key event staff Fencing contractor - if needed, for Vinoy Park Rental Company - for tents, tables, chairs and miscellaneous equipment Reminders: Î Ï Ð Ñ Ò

Complete ADA check-list. Call for inspections on all permits. Contact DBPR regarding food vendor inspections. No amplified music in City parks until 1:00 p.m. on Sundays. Review Special Events Handbook.

Contact Information: City of St. Petersburg Development Review Services, Zoning One Fourth Street North, 1st floor St. Petersburg, Florida 33701 727-892-5096 (call for appointment) http://www.stpete.org/development/index.htm Department of Revenue, Sales Tax Division 19337 U.S Highway 19 North #200 Arbor Shoreline Office Park (on east side of U.S 19) Clearwater, Florida 33764 727-538-7400 Hours: M-F 8:00 A.M. to 4:45 P.M. http://www.dos.state.fl.us/ State Division of Hotels and Restaurants 850-487-1395 - Local 813-356-1607 http://www.myflorida.com/dbpr/hr/index.shtml Department of Agriculture, Florida Division Florida Department of Consumer Services 800-435-7352 http://doacs.state.fl.us/ State Division of Alcoholic Beverages 1313 North Tanpa Street #909 Tampa, Florida 33602 813-272-2610 (call for appointment) http://www.myflorida.com/dbpr/abt/index.shtml