Please download, review, and complete the Special Event Permit Package.
Please download and complete the Private Property Application.Lake Pavilion Rental Application
Complete details can be found by visiting the Lake Pavilion website.
STEP 1: Reservation of Dates
Once a year special events have an open application date in which the City Community Events Division receives applications. At this time all applications are reviewed and organized onto a master calendar. Events which are submitted following this open application date will be scheduled on a first-come, first-served basis. Applications received after the open application period are reviewed and scheduled on a first-come, first-served basis.
HOW TO OBTAIN A SPECIAL EVENT PERMIT
Contact the City of West Palm Beach Community Events Division at 561/822.1515. Request that a Special Event Permits on Public Property handbook/application be mailed to you.
You may also pick up an application at the Community Events Office, located at 401 Clematis Street, 3rd Floor.
REQUIREMENTS FOR OBTAINING AN EVENT PERMIT
Submit a Completed Application.
Event promoters must submit a completed application, along with a $50.00 check written to the City of West Palm Beach, and a site map for review.
Send applications to:
City of West Palm Beach, ATTN: Community Events Division
PO Box 3366, West Palm Beach FL 33402.
STEP 2: How Applications Are Reviewed
Applications will be stamped with the date of their arrival into the Community Events office. If you don’t think you will meet a deadline, please hand-deliver.
If they have met the required deadlines, the Community Events Division and other City departments who will be impacted by the special event will review them.
AFTER BEING APPROVED OR DISAPPROVED:
After the application has been approved or disapproved, a member of the Community Events Coordinator will contact you by phone.
The C.E. Coordinator will let you know what steps you need to take next, and what fees and additional items will be required to obtain the event permit.
STEP 3: Final items to be submitted to Community Events
A Security deposit is due 3 months prior to the first date of the event. For events that apply within 3 months, the security deposit is due upon receipt of notification of approval.
If a date that is currently reserved by an applicant has been requested by another applicant, the original applicant will be notified of the other request, and will have 5 days following this notice in which to turn in their deposit.
Deposits are determined by a point system. They range between $500.00 and $10,000.00. This depends on the impact of the event.
The deposit is refundable if the following occurs:
The entire deposit will be refunded within 30 days after the event if the deposit has been paid on time and the applicant has complied with all conditions contained in the special event permit.
Fifty percent (50%) of the deposit will be returned if the event is cancelled more than six weeks prior to the first date of the event.
No deposit will be refunded if the event is cancelled within six weeks of the first date of the event.
SPECIAL EVENT FEE
This fee is based on a point system. An assessment will be made based on the information given in the application. Fees can range from $25.00 to over $15,000.00. (A few of the things which determine the special event fee are as follows: the time of year, the location length of the event, time of the event, type of event, non-profit vs. for-profit, alcoholic vs. non-alcoholic, one site vs. many sites, ticketed event vs. free event, road closure vs. no road closure, and so forth.)
The special event organizer shall indemnify and save the City harmless from any and all claims, suits or actions, damages or causes of action arising as a result of the special event.
The event organizer is required to have a one-million dollar ($1,000,000.00) General Liability policy and two million ($2,000,000.00) General Aggregate.
If the alcohol is being served, a one-million dollar ($1,000,000.00) Liquor Liability policy should also be taken out). All policies should additionally insure the City of West Palm Beach before, during and after the event.
Please include the dates and location of the event on the certificate of insurance.
FINAL SITE MAP
The site map shall include all structures to be utilized in the event, including: tents, concession area, restrooms, dumpsters, stage, entrances/exits, and fence lines. Please make a list of the vendors who will be at your event, with corresponding numbers on the tents/locations. This map should be as extensive as possible. It is due to Community Events two weeks prior to the event date.
CELLULAR AND HOME TELEPHONE NUMBERS OF ORGANIZERS
Cellular and home telephone numbers of the event organizers are required by the Community Events Division. These numbers shall be used to contact the organizer if the need should arise.
This letter should be addressed to anyone who will be affected by the special event (businesses, condo, etc.) Please state the time, date, and location of the event. Also include a description of the event, the time of the set-up and break-down, and the roads which will be closed and when the closure and openings will be.
If it is a business, this is a great opportunity for you to invite them to get involved in participating or advertising your event. Please make sure Community Events approves this letter first. Please contact the Downtown Development Authority at 561-833-8873 to receive your mailing labels for the downtown residents/businesses.
ADDITIONAL ITEMS WHICH MAY BE REQUIRED TO OBTAIN SPECIAL EVENT PERMIT:
If your event is expected to bring 5,000 or more people to the downtown, the City would like to know how you plan to have the attendees come in and out of the City.
Please let us know where you plan to park your staff, volunteers, sponsors, and patrons. The City of West Palm Beach Parking Department will be happy to assist you with your needs.
On a site map, show us where you will station security guards, Police, first aid stations, emergency exist, ADA accessible areas, and provide a comprehensive description of your plan in the event of an emergency.
Please provide these plans in detail for the Community Events Division, the Police Department, the Traffic Department, the Parking Department and the Engineering Department for review.
COPY OF ALCOHOL PERMIT (IF APPLICABLE)
You must obtain a copy of the alcohol permit if you are selling alcohol. We require a copy of the license.
COPY OF THE FDOT PERMIT
If your event includes the closure of State roads you must obtain approval from the Florida Department of Transportation. Please contact FDOT for information on how to obtain a permit.
CRITERIA FOR APPLICATION
- Availability of dates requested
- Nature of event
- Location appropriate for event
- City services involved
- Road closures involved
- Alcohol involved
- Site plan required
- Compliance with special event regulations at past events
The City reserves the right to deny any application for a special event permit.
CONDITIONS TO OBTAIN A SPECIAL EVENT PERMIT
- The public area utilized shall be cleaned immediately following any special event and in all respects restored to its former condition within (48) hours after the event or such other period as fixed by written agreement.
- The use or construction of platforms, chairs or other equipment may be prohibited or restricted by the Community Events Manager if such would result in permanent damage to City property or constitute a hazard to public safety.
- All City ordinances, rules or regulations applicable to the use of the City property on which the special event will occur shall be obeyed, unless previously and specifically waived by the Community Events Manager.
- Indemnification and insurance to protect the City shall be provided as is required in Section 26-167 herein.
- All permits necessary to conduct the special event shall be obtained, and copies thereof provided to the City not less than fourteen (14) days prior to the first day of the event, unless a shorter time period is agreed to by the Community Events Manager.
- A site plan shall be provided which shows the location of the event, all structures to be utilized in the event including tents, booths, concession areas, waste removal facilities, sanitary facilities, utilities (such as temporary electrical and telephone facilities) emergency medical facilities, and any other information requested by the City.
POLICIES AND PROCEDURES
All tents must be weighted with blocks, sand weights or barrels of water. Tents may not be staked anywhere in the Meyer Amphitheatre. A fine of $500.00 per tent will be assessed for any tents which are staked. We do this to avoid staking any waterlines or electrical. Please make sure the weights are heavy enough to withstand strong winds that could occur.
No vehicles may be driven on the grass.
Food vendors are required to use a protective flooring/tarp when cooking.
Should the pavers be left dirty, the promoter may be charged for them to be pressure cleaned. The amount will be deducted from the security deposit.
All technical equipment and support must be arranged by the promoter. This includes both sound and light.
GATED EVENTS (MEYER AMPHITHEATRE ONLY)
All fencing must be footed.
Fencing is not permitted to be broken down between the hours of 10:00pm and 7:00am.
The grass area located at the corner of Evernia and Narciccus St. must not be fenced in and left accessible to residents.
If the event is ticketed, 150 complimentary tickets must be given to the City Administrator or his designee to distribute to City Commissioners, selected City staff, and the Mayor. Tickets are due to Community Events 3 weeks prior to the event.
Event promoters hosting events at the Meyer Amphitheatre will be required to have bathroom attendants for the outside men’s and women’s restroom during the duration of the event.
As our downtown continues to grow we must take into consideration the residents who live within the areas of your event.
- Please attempt to keep the roads open and accessible
- Do not stage equipment overnight that can be disrupting to residents
(i.e. refrigerated truck, generators, etc.)
- If you must place port-o-lets in front of businesses and
condominiums, such as on the sidewalk of Narcissus b/w Datura and
Evernia, you will be required to provide screening.
(ADDITIONAL POLICIES MAY BE FOUND IN THE SPECIAL EVENTS APPLICATION UNDER TERMS AND CONDITIONS)
Special events hosted on public and private property
Nicole Martin, Event Coordinator
Phone: (561) 8221527
Angela Poco, Event Coordinator
Phone: (561) 822-1518