§ 14-3. Advanced notification; submission of request to special events coordinator; contents.
(a)
Whenever a "Class A" special event is planned to be held within the city on or part of the holiday or holiday weekend of Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas, and New Year's Eve or any part thereof, the applicant(s) shall submit a letter of request for approval to the special events coordinator at least ninety (90) days but no more than three hundred sixty-five (365) days prior to the event. Such application shall be accompanied by a nonrefundable check made payable to the City of Cocoa Beach for a special event application fee in the amount set forth in the fee schedule.
(b)
Whenever a "Class A" or "Class B" special event is planned to be held within the city that does not include a holiday weekend, the applicant(s) thereof shall, at least sixty (60) days but no more than two hundred twenty (220) days prior thereto, submit a letter of request for approval to the special events coordinator along with a nonrefundable check made payable to the City of Cocoa Beach for a special events application fee. "Class A" and "Class B" special events requests submitted less than sixty (60) days in advance will be subjected to a late fee in the amount set forth in the fee schedule.
(c)
Whenever a "Class B" special event is planned to be held on a holiday or holiday weekend, primary consideration shall be afforded to an approved "Class A" special event.
(d)
Whenever a "Class C" private event is planned to be held within the corporate limits of the city, the applicant(s) thereof shall, at least thirty (30) days but no more than one hundred eighty (180) days prior thereto, submit a letter of request for approval to the special events coordinator along with a nonrefundable check made payable to the City of Cocoa Beach for the event application fee, as set forth in the fee schedule.
(e)
For Class "A" and "B" permit applications, the special events coordinator shall forward to the applicant(s) a copy of the special events ordinance. This shall include a "pre-event assessment list" outlining specific items that will be discussed in the planning meeting, a sample "special event—vendor permit" and a sample "indemnification form—special event". The applicant must complete and submit to the special events coordinator the "pre-event assessment list" as it applies along with a completed site plan and tentative schedule of events with the letter of request for approval. The applicant(s) shall be responsible to issue the "special event—vendor permit" form to all vendors and concessionaires who will be participating during the event. These completed forms shall be submitted to the city by the applicant(s) prior to approval of the permit application. In addition to the applicant(s) representative(s), it is required that an applicant(s) designated event planner and safety coordinator also attends the planning meeting. Each event, separated by a period of twenty-four (24) hours, shall be considered a separate event and shall be submitted separately. Letter of request for approval shall outline the following:
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Type of event, activities
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Location of event
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Date and times of event
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Event applicant(s)
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Contact person(s), telephone number(s)
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Estimated number of spectators (each day of event)
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Request for sponsorship from city. A copy of the sponsorship packages plus economic impact report, i.e. ROI of city's sponsorship.
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Tentative schedule of events for each day of event
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Detailed site plan, including pedestrian traffic access
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Vehicular traffic control plan
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Insurance certificates listing city as additional insured, policy must include date and name of the event. If alcohol is being served at event then separate insurance policy must list city as an additional insured.
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Life safety plan
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Other information deemed appropriate by the event applicant(s)
(Ord. No. 1255, § 1, 11-2-2000; Ord. No. 1256, § 3, 11-2-2000; Ord. No. 1578, § 1, 3-20-2014)