This information is intended to provide you with an overview of the Special Event Application (SEA) process and guidance in the filing of a SEA application.
The SEA is necessary to ensure that any special event is operated in such a manner as to ensure the public safety, health and general welfare and to protect the City’s quality of life. Please note that the opportunity to host a Special Event in the City of Lauderhill is a privilege and not a right. Your cooperation is conforming to the City’s standards and requirements are sincerely appreciated.
“SPECIAL EVENT” shall mean any meeting, activity, gathering, or group of persons having a common purpose, design or goal, upon any public or private facility, street, sidewalk, alley, park, or other place or building where the special event substantially inhibits the usual flow of pedestrian or vehicular traffic or which occupies any public area or building and preempts use by the general public. A special event shall include but is not limited to a festival, carnival, concert, parade, walk, race, fund-raising sale and similar gatherings; block party, etc. In addition to the Special Event Application, applicants may need to attain additional licenses and permits such as from the state, county, or other regulatory agencies. The City of Lauderhill is not responsible if the applicant fails to obtain any and all required licenses and permits from other review agencies.
Any applicant seeking to conduct a Special Event in the City can pick up the application from City Hall or download off of the City’s website. The SEA and all of the required documents should be dropped off at City Hall with all applicable deposits. City Hall is located at 5581 W. Inverrary Blvd., Lauderhill, FL 33313.
No advertising for the proposed event should be circulated until the Special Event Permit application is approved.
The completed Special Event Application must be submitted to the City Manager’s Office no less than 90 days prior to the date of the proposed event in order to be considered for approval. Any additional information requested by a member of the Special Event Team shall be submitted to the City in no less than 60 days prior to the date of the proposed event.
The City’s Special Event Team (SET) will review the Special Event Application (SEA) and may require the applicant to attend a(n) meeting(s) with its members present so the applicant can explain the details of the proposed event. The SET staff members assess the needs of application and made staff recommendations that will be reviewed by the City Manager and/or a designee. Finally, the City Manager will review the application and recommendations, make any appropriate modifications and issue a permit approving, approving with conditions or denying the application. The City Manager may bring the event before the Commission for approval pending on the scope of the event.
TIME LIMIT FOR SUBMITTAL OF COMPLETED PERMIT APPLICATION
All Special Event Applications shall be filed in the City Manager’s Office at least 90 calendar days prior to the first day of the event. All additional documents and fees requested by the City must be completed and turned in 60 calendar days prior to the start of the event.
APPLICANT RESPONSIBLE FOR OBTAINING APPROVALS
Complete the attached SEA and submit for review, within the time limits specified above, to the City of Lauderhill, City Manager’s Office. Include all required supporting documents i.e. permits, insurance, in order to not delay, halt, or terminate the review process.
All requirements, approvals, supporting documents, insurance certificates, etc. requested by the SEA application and the SET must be turned in at least 60 days prior to the first day of the event. The SEA will be returned to you after the permit has been either denied or approved. If the proposed event is approved, the signed application with all the recommendations will serve as the Event Permit and should remain present and copy posted on the site during all operating hours of the event.
COMPLIANCE WITH LAWS AND CITY ORDINANCES
Applicants shall at all times comply with all Federal, State, County and City laws, rules and regulations. This includes the City’s Sound Ordinances as outlined in Section 14-22 of the Code of Ordinances. Applicants shall further take all precautions and use extreme care to conduct its operations in a safe and prudent manner with respect to Event’s agents, employees and visitors.
EVENTS THAT REQUIRE CITY COMMISSION APPROVAL
The SEA and all subsequent materials will be given to the Commission with staff recommendations for the Commission’s consideration. The applicant, staff, and public will be welcomed to speak about the proposed event in the commission meeting as it is a public forum. See Sec. 12-38 Code of Ordinances. Commission meetings are typically the second and last Monday of each month excluding holidays and summer break. Materials including the SEA with staff report and recommendations are required to be turned in to the City Manager by staff two weeks prior to the meeting at noon on Tuesday before the item is placed on the agenda for consideration.
A property survey and site plan at a scale of no more than 1” to 100’ shall be filed with the SEA. The site plan shall show the location of the special event, all existing and proposed structures (including but not limited to parking, tents, fencing, canopies, booths, exhibits, stages, risers, bleachers, emergency medical facilities, etc.), and equipment (e.g., generators, temporary lighting, waste removal facilities, etc.) to be utilized in the event, means of ingress and egress, the width of aisles, concession areas, sanitary facilities, utilities (such as electrical and telephone facilities). The site plan shall include a north arrow and be drawn to a scale of no more than 1” to 100’. It must show the dimensions and location of the site and all structures and equipment. If it is a City or County park, any item not normally in the park must be included.
If parking is at another location, the applicant shall submit documentation from the owner authorizing the use of the other site for parking and shall demonstrate how access will be provided between the parking site and the special event location on another map. A map of the parking lot must be included as well.
SECURITY OF MATERIALS
The Applicant is responsible for and shall protect all event structures, materials, equipment, goods, signs and any other personal property. Applicant acknowledges and agrees that City assumes no responsibility whatsoever for any such item and that the security and protection of any such item from theft, vandalism, the elements, acts of God, or any other cause, are strictly the responsibility of Applicant.
Indemnification and insurance to protect the City shall be provided for any special event utilizing City property or staff. Applicant shall provide an original insurance certificate naming the City of Lauderhill as an additional insured for the date(s) of the event showing general liability insurance with a combined single limit of $1,000,000 for bodily injury and property damage per occurrence. Products liability in the amount of $1,000,000 is required if food or beverages are served or sold. The certificate should indicate “Special Event Liability Insurance for the City of Lauderhill” and include the Event’s Name, Date, Time, and Location. If vehicular transportation is provided, applicant shall identify the number and type of vehicles to be provided, demonstrate all drivers are appropriately state-licensed, and that vehicles are appropriately insured consistent with state and City laws, rules and regulations.
- Insurance Requirements - Amateur Sports Tournaments & Events
- Insurance Requirements - Service Providers & Events
The indemnification clause should include the following language: To the extent permitted by law, the third party shall indemnify, defend, save, and hold harmless, the insured and all its officers, employees and volunteers from all suits, actions, claims, demands, liability of any nature whatsoever arising out of, because of, or due to breach of the agreement by the third party or its subcontractors, agents or employees or due to any negligent act, or occurrence of omission or commission of the third party, its subcontractors, agents or employees. Neither the insured nor any of its officers, employees or volunteers will be liable under this section for damages arising out of injury or damage to persons or property directly caused or resulting from the sole negligence of the third party or any of its officers, employees, or subcontractors. The parties agree that this clause shall not waive the benefits or provisions of Section 768.28 P. S. or any similar provision of law.
Special event signs and special event directional signs advertising an event shall conform to the following:
- One sign directing the attention of the event may be permitted on the premises of the event. A special event sign shall not exceed 25 square feet per sign face and a sign area of 50 square feet, and its height shall not exceed six feet. The sign must be up no longer than a total of 2 weeks.
- Directional signs are permitted, at points specified by the permit on the day(s) of the event only, not to exceed four square feet per sign face and an aggregate area of eight square feet, shall not exceed four feet in height, if freestanding.
If you are interested in becoming a Temporary Vendor for City-sponsored special events, please complete the Temporary Vendor Interest Form and complete the information to be considered.
All temporary vendors for must complete the Temporary Vendor Application and be approved prior to any event.