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(A) The applicant/sponsor for any special event must complete a special events application and submit it to the City Manager’s Office or his or her designee. It is recommended that applications for special events be submitted 30 calendar days prior to the proposed event. Submitting an application does not guarantee that an event will be approved. Event dates for a particular city-owned facility or property are reserved on a first-come, first-served basis.
(B) All special event applications must be filled out completely and signed by an individual authorized to act for the group or entity hosting the special event. The person signing the application will be considered the official event representative. All requests to the city related to the event must be authorized and communicated by the official event sponsor or representative. Incomplete or unsigned applications will not be processed for approval. Any request for additional city services must be specified with as much detail as possible on the application.
(Ord. 612, passed 1-14-2013)
(A) The event representative will be responsible for all costs related to the special event, including: application fees, rental charges, required insurance and any reimbursable costs for services provided by the city. The city in its sole discretion may require a cash deposit in advance of approval of the event to cover anticipated fees and costs. Application fees for special events and facility rentals are set by the City Commission through annual ratification of the city fee and rate schedule.
(B) If fireworks are to be utilized during the event, approval of the Chief of Police or Fire Marshal must be obtained in advance of the event.
(C) If sound amplification will be used in conjunction with a special event, the sponsor and attendees must comply with the noise level and hour restrictions found in the City of St. Johns Noise Control Ordinance, City Code §§ 93.20 et seq.
(Ord. 612, passed 1-14-2013)
(A) The city may require sponsors of special events to carry liability insurance. This requirement will be reviewed and determined by the City Manager or his or her designee, and will depend on various factors, to include but not limited to the size of the event, the character of the event, whether alcohol or fireworks will be part of the event, and other considerations deemed relevant.
(B) If it is determined that insurance is required, an amount of coverage will be determined by the City Manager. An event sponsor will be required to obtain the liability insurance at least seven days in advance of the event and shall further be required to provide the City Manager’s Office and the City Attorney a valid certificate of insurance in the designated amount naming the City of St. Johns as an additional insured. Failure to provide this proof of insurance will result in cancellation of the event.
(C) The City Manager is also authorized to require a security deposit to cover potential costs and/or damages if such deposit is deemed appropriate in his or her sole discretion.
(Ord. 612, passed 1-14-2013)
(A) The city strictly limits the sale and/or consumption of alcoholic beverages in conjunction with special events. Only non-profit organizations, community service organizations or the city as a co-sponsor of a special event will be permitted to sell and/or use alcohol in conjunction with an event. Family gatherings, reunions, private parties, graduation open houses and like events may not apply under this section. In any case where alcohol will be sold at a special event, any required state liquor license must be obtained in advance of the event and proof of same provided to the city upon request.
(B) Any qualified sponsor of an event that includes a request for the sale or consumption of alcohol must submit a separate special events application to sell/consume alcohol. This application will be reviewed by the City Manager and the Chief of Police. The city has complete discretion with respect to granting or denying such an application. If an application under this section is approved, the liability insurance requirements under section § 97.05 are mandatory and cannot be waived.
(Ord. 612, passed 1-14-2013)
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