HomeMy Public PortalAbout21-9859 Special Event PolicySponsored by: City Manager
RESOLUTION NO. 21-9859
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING
THE CITY MANAGER TO ESTABLISH AND
IMPLEMENT A SPECIAL EVENTS POLICY AND
PROCEDURES, ATTACHED HEREIN; PROVIDING
FOR REPEAL OF ALL PRIOR RESOLUTIONS IN
CONFLICT; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Opa-Locka ("City") desires to hold special events each
year designed to enhance the quality of life for residents and visitors and foster
cooperative leadership within the business community and the City; and
WHEREAS, the City Commission of the City ("City Commission") desires to
establish special events policies and procedures; and
WHEREAS, the proposed policy, attached hereto as Exhibit "A", is designed 1) to
provide a procedure that permits the City Commission to provide guidance early in the
annual budget process regarding the schedule of Special Events, the cost of each, and
how to be reflected in the budget for the coming year; 2) provide for an additional budget
allocation to the Mayor and each Commissioner for Special Events of particular interest
to him/her and that are not addressed in the schedule established in the prior purpose;
3) provide comprehensive procedures, for any person or entity interested in utilizing City
facilities to conduct a Special Event, in regard to the application for, planning and
execution of and post -event requirements associated with a Special Event; 4) define City
staff responsibilities and procedures; and 5) provide guidance in seeking sponsors to
expand the number of participants and to help defray the cost of Special Events; and
WHEREAS, the City additionally desires to regularly conduct Special Events to
promote the sense of community and ensure that such events are executed in a fiscally
responsible manner; and
WHEREAS, for purposes of this the policy, a "Special Event" is defined as any
event, meeting, activity, or gathering of persons invited by public advertisement for the
purpose of witnessing or participating in any common purpose, entertainment or
exhibition, or purchasing or selling any merchandise, food or beverage or consuming any
food or beverage upon any City -owned public facility, street, sidewalk, alley, park,
parking lot or other public place. A Special Event is normally conducted for the public,
but in some instances may be conducted solely for the benefit of City Staff; and
WHEREAS, the City Commission finds it is in the best interest of the City and its
residents to adopt Special Events Policies and Procedures; and
Resolution No. 21-9859
NOW, THEREFORE, BE IT RESOLVED BY THE CITY
COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA, AS FOLLOWS:
Section 1. Adoption of Representations. The foregoing "Whereas" clauses are
hereby ratified and confirmed as being true and the same are hereby made a specific
part of this Resolution.
Section 2. Establishment of a Special Events Policy and Procedures. The City
Commission of the City of Opa-Locka hereby authorizes the City Manager to establish
and implement a Special Events Policy and Procedures, as set forth in Exhibit "A"
attached hereto.
Section 3. Conflict and Repealer. Any provision of any City of Opa-Locka
resolution or regulation which is in conflict with the provisions of this Resolution is
hereby repealed.
Section 4. Effective Date. This Resolution shall take effect upon the adoption
by the City of Opa-Locka and is subject to the approval of the Governor or Governor's
Designee.
PASSED AND ADOPTED this 28th day of April, 2021.
Matthew A1-1'igatt, Mayor
ATTEST:
AKNA
Ji.I�n na Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Burnadette Norris -
City Attorney
Resolution No. 21-9859
Moved by: Vice Mayor Williams
Seconded by: Commissioner Taylor
VOTE: 3-0
Commissioner Burke ABSENT
Commissioner Davis ABESENT
Commissioner Taylor YES
Vice -Mayor Williams YES
Mayor Pigatt YES
s
City of Opa-locka
Agenda Cover Memo
Director:
Delven Patterson
Department
Director
Signature:
LDepartment
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/ 1 �►
Manager,
John E. Pate
CM Signature:
asiir
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;Other:.
Commission
Meeting
Date:
April 28, 2021
Item Type:
(EnterX in box)
:Resolution.
X
Fiscal
Impact:
(EnterXin box)
` Yes
NO
Ordinance Reading
(EnterXin box)
-s! iteidiAg
2'' Reading"
X
Public Hearing:
(EnterXin box)
Funding
Source:
Account#:
(Enter Fund & Dept)
Ex:
N/A
Advertising Requirement:
(EnterX in box)
N/A
Yes ':
No
Contract/P.O.
Required:
(Enter X in box)
Yes
No`
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(EnterXin box)
Yes y "
,f; ') o ''
Strategic Plan Priority
Enhance Organizational
Bus. & Economic Dev
Public Safety
Quality of Education
Qual. of Life & City Image
Communcation
Area:
[]
Strategic Plan Ob}./Strategy:
(list the specific objective/strategyhfs
item will address)
X
ml
0
Cl
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0
Sponsor
Name
City Manager
Department
Parks and Recreation
Special Events Policy and Procedures
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This proposed policy is designed to accomplish the following objectives:
1. Provides a procedure to permit the City Commission to provide guidance early in the annual budget process
as to the schedule of Special Events, and the cost of each, to be reflected in the budget for the coming year.
2. Provides for an additional budget allocation to the Mayor and each Commissioner for Special Events of
particular interest to him/her not addressed in the schedule established in the prior section.
3. Provides comprehensive procedures for any person or entity interested in utilizing City facilities to conduct
a Special Event in regard to the application for, planning and execution of, and post -event requirements
associated with a Special Event.
4. Defines City staff responsibilities and procedures to ensure that:
a. The City Commission is involved in the determination of the Special Events schedule early in the
budget process and the City Commission is kept informed of the status of forthcoming Special Events
throughout the year.
b. All Special Events are carefully planned and executed to ensure the safety of the participants, the
protection of City assets and the overall success of the event. When a Special Event is conducted by
another party or entity rather than the City, also provides for ensuring the City is reimbursed for
efforts expended in support of the Special Event.
5. Provides guidance in seeking sponsors to expand the number of participants and to help defray the cost of
Special Events.
This proposed policy has been discussed at a couple of workshops in the past few months. The policy now
being submitted incorporates the few changes directed at the most recent workshop. All changes are limited
to the first four pages of the policy with the primary changes being as follows:
a. The description of the Special Events determined by the Commission early in the budget process
for inclusion in the budget has been simplified and are now called "Primary Special Events"
b. Rather than referring to events as "Using City Resources" or "Not Using City Resources", this
terminology has been modified to differentiate between "City Incurs Expense" and City Incurs No
Expense".
c. Special Event Expense referred to immediately above is defined for FY 22 as expenditures for goods
and services from external vendors. For FY 23 and beyond this definition is expanded to include the
cost of using City resources, primarily the cost associated with staff involved in supporting a Special
Event. Excluding this additional cost in FY 22 is intended to give staff time to better understand the
staff effort involved in supporting Special Events, resulting in more realistic planning in future years.
d. The procedures involved when a member of the Commission choses to conduct a Special Event
where the City incurs no expense have been more clearly delineated.
financial Impact - There is no immediate financial impact associated with the adoption of this policy.
Staff recommends the City Commission adopt this Special Events policy and procedures.
Attachment:
1. Special Events Policy and Procedures
Parks & Recreation Department Policy
Special Events
Policy — The City of Opa-locka, under the direction of the City Commission, will regularly conduct
or otherwise facilitate a wide range of Special Events to promote the sense of community and
enhance the City's quality of life. All Special Events will be comprehensively planned and
executed in a fiscally responsible manner to ensure successful events.
Purpose — The purpose of this policy is to clearly define procedures and responsibilities to ensure
adherence to this policy.
I. Definitions
Special Event - Any event, meeting, activity, or gathering of persons, usually invited by public
advertisement, for the purpose of witnessing or participating in any common purpose,
entertainment or exhibition, or purchasing or selling any merchandise, food or beverage or
consuming any food or beverage upon any City -owned public facility, street, sidewalk, alley, park,
parking lot or other public place. A Special Event is normally conducted for the public, but in some
instances may be conducted solely for the benefit of City staff.
Special Event Categories
• City -Produced Special Event
o Primary Special Event — Events identified individually and incorporated into the annual
budget to be adopted in September each year.
o Mayor or Commissioner Initiated Special Event
• Budgeted Special Event — Events funded by a budget established individually for the
Mayor and each Commissioner (same allocation for each) incorporated into the annual
budget for each to initiate Special Events of particular interest to him/her. Budget is
stated as a dollar amount and not identification of specific events.
• Unbudgeted Special Event
o City Incurs Expense — In the absence of available budget, the sponsor (Mayor or
Commissioner) must obtain Commission approval, including a budget amendment to
fund and conduct the proposed event. This would occur when the allocated budget
for the sponsor has already been utilized for other events.
o City Incurs No Expense — An event having no financial impact for the City.
• Other -Party -Produced Special Event — The public, including businesses, institutions and
other organizations, may request use of City property and facilities to conduct a Special Event.
This also includes any event on private property that could adversely impact neighboring
properties or the use of public property such as roadways or sidewalks.
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Special Events Coordinator — Responsible for coordinating all Special Events within the City,
reporting to the Parks & Recreation Director. In the absence of a Special Events Coordinator, the
Parks & Recreation Director will serve as the Special Events Coordinator. The Special Events
Coordinator responsibilities include:
• City -Produced Special Event — Incurring Expense - Responsible for ensuring the successful
planning and execution of these events, ensuring the full coordination and involvement of all
City departments necessary for a successful event. This includes all City -produced events other
than Mayor or Commissioner Initiated Special Events that incur no City expense.
• Mayor or Commissioner Initiated Special Event — Not Incurring City Expense —
Responsibilities limited to receiving notification of an event from the City Manager's Office,
ensuring no conflicts with other City activities, ensuring event is properly promoted and
informing all City officials and other key City staff of the event.
• Other -Party -Produced Special Event — Responsible to ensure the event meets all
requirements for planning, executing and post -event completion as described in this policy.
Special Events Committee — A committee composed of the Parks and Recreation Director and/or
Special Events Coordinator as Chairperson, Police Chief or designee, Public Relations
representative, and the Director of Public Works or designee. The HR Director and/or Budget
Administrator may participate when requested if HR or financial issues arise. The Special Event
Committee will be utilized by the Special Events Coordinator whenever he/she deems appropriate
to ensure the successful evaluation, planning and execution of a Special Event.
Special Event Expense — For FY 22, references to Special Event Expense in this policy are limited
to expenditures paid to third parties for goods and services. For FY 23 onward, expense will
include the cost of using City resources, primarily the cost of staff associated in supporting an
event.
Event Organizer/Producer — The individual or entity requesting to conduct an Other -Party -
Produced Special Event who is financially responsible for all fees, deposits, damages or other
charges related to the event and who has the authority to make the necessary decisions in the
planning and execution of the event. Sitting members of the City Commission, City boards and
agencies, and any members of their immediate families, or any person who has departed from City
service in the prior 24 months, shall have no financial interest, direct or indirect, in entities that
organize or produce Special Events Immediate family members include parent, step-parent or
parent -in-law, child or step -child, sibling, step -sibling or sibling -in-law, spouse, sibling children,
grandparents and grandchildren.
Special Event Permit — Required for Other -Party -Produced Special Events and issued after all
requirements are met by the requesting Event Organizer/Producer and all applicable advance fees
are paid. The permit will cover the Event Organizer/Producer and their selected vendors. A Special
Event Permit must be issued for each event. Additional permits and licenses may be required for
tents, alcohol, outside vendors, signs, banners, electricity, and miscellaneous construction. No
person shall engage in, participate in, aid, form or start any Special Event unless a Special Event
Permit has been issued.
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Partnerships — In providing City -Produced Special Events, partnerships will be sought with
community and other organizations to broaden the appeal of the event and to possibly assist in
defraying the cost of the event.
IL Procedures
Annual Planning / Budgeting
• Primary Events
1. Annually in May the Parks & Recreation Director will present to the Commission a list of
recommended Primary Special Events to be conducted for the coming year, including the cost
of each event and the number of people anticipated to attend the event. In the development of
the proposed schedule for the coming year, the Parks and Recreation Department will conduct
an evaluation of the cost of each event versus the number of residents and others anticipated
to participate in the event, and other considerations as identified, to evaluate whether this is an
appropriate expenditure of City resources.
2. At that time the Commission will provide guidance to the Parks & Recreation Director as to
the specific events to be incorporated into the next year's budget, including the cost for each
event. Events to be included for the coming year may include events the Commission has
identified in addition to those proposed by the Parks & Recreation Director. If not fully
resolved at the May meeting, the Parks & Recreation Director will present to the Commission
in June the final schedule of Primary Special Events for the coming year to ensure there is
consensus.
• Mayor or Commissioner Budgeted Special Events
1. At the same May meeting where the Primary Events for the coming year are deliberated, the
Commission will determine the amount of budget to be allocated to each member for Mayor
or Commissioner Budgeted Special Events for the coming year.
• General
1. At least two months prior to a scheduled event, the Parks & Recreation Director will review
the event plans with the Commission.
2. The Parks & Recreation department will establish a program to encourage public donations to
at least in part offset the expense of Special Events. Guidelines for soliciting public donations are:
Special Event Forms will be provided for sponsorship donations and "in -kind" services. Monetary
gift amounts and "in -kind" service hours is required information.
3. Special Events will be advertised through flyers, Commission meetings, the City website and
other channels as recommended by the City's public information consultant.
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4. All monetary donations will be forwarded immediately to Finance and receipted for using a
City receipt form provided by Finance.
5. The Parks & Recreation Department will work with Finance to establish separate revenue
accounts, including identification of donor contributions, and expenditure accounts to permit
assessment of results versus planned revenue and expenditures.
6. After the completion of each Special Event, the Parks & Recreation Director will conduct a
review of the event to evaluate its effectiveness in terms of the number of attendees, the attendees'
satisfaction with the event and the adequacy of the budget provided for the event. The Parks and
Recreation Director will also evaluate the effectiveness of all departments in carrying out their
responsibilities as the basis for improvement.
Mayor or Commissioner Initiated Special Event Incurring No City Expense - The Mayor or
Commissioner intending to conduct this type of event will notify the City Manager's Office. The
City Manager will have the Special Events Coordinator, through the Parks & Recreation Director,
review the proposed event to ensure (1) no conflict with other City events, (2) the event is being
properly promoted and (3) all officials are made aware of the intended event.
Other -Party -Produced Special Event Special. Event - Permit Application Procedure
1. The Event Organizer/Producer will contact the Special Events Coordinator and provide
preliminary information as to the nature of the event, the proposed date(s), the facilities requested
and, if alcohol will be consumed, the name of the alcoholic beverage temporary license/permit
holder applicant.
2. The Special Events Coordinator will review the initial request and, providing the proposed event
is consistent with the type of event the City deems appropriate to use City facilities and there are
no scheduling conflicts, a Special Event Permit Application Form will be provided.
3. A fully completed Special Event Permit Application must be received by the City at least ninety
days before the intended start date of the event.
4. Upon receipt, the application will be reviewed by the Special Events Committee to review the
details of the Special Event, address concerns of City departments and determine the specific
requirements necessary to secure a permit. Deposit, fees and charges for City services will be
identified as well as any additional permits and licenses that may be required for tents, alcohol,
outside vendors, signs, banners, electrical services and miscellaneous construction.
5. Upon completion of the review of the application, the Special Events Committee will meet with
the Event Organizer/Producer and, if relevant, the alcoholic beverage temporary license/permit
holder to convey relevant information and resolve any outstanding issues.
6. The Event Organizer/Producer must submit the advance fees to the Special Events Coordinator
at least forty-five days before the intended start date of the event.
7. The Event Organizer/Producer must submit a copy of all required permits, temporary licenses
and insurance certificates, if applicable, to the Special Events Coordinator at least twenty days
before the intended start date of the event.
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8. If all stipulations, requirements and timeline due dates are met by the Event Organizer/Producer,
and if all required permits temporary licenses, insurance certificates, if applicable, security
deposits and advance fees are received from the Event Organizer/Producer, the Special Events
Coordinator will issue the Special Event Permit not less than ten days prior to the intended start
date of the event.
9. A Special Event Permit may not be issued if the Event Organizer/Producer fails to meet
requirements (e.g., permits, licenses, notifications, insurance, timeline due dates, security deposit,
advance fees, etc.) stipulated in the Special Event Policy and the fees as presented in the Special
Event Handbook. Additionally, a Special Event Permit may be revoked by the City Manager if it
is determined that safety hazards, citations or if the Event Organizer/Producer or their vendors or
providers fail to correct conditions identified by City representatives.
Denial of Special Event Application
The Special Events Committee may reject an application for reasons including, but not limited to
the following:
1. The proposed event would negatively impact the Facility Rental Area and/or landscaping and
grounds;
2. The proposed event would produce unsanitary conditions or harm the environment;
3. The proposed event is of such size and scope to potentially surpass the City's abilityto provide
services or its ability to ensure the safety of the public or property of the community;
4. The proposed event and/or Event Organizer/Producer is in violation of or has previously
violated the City's Special Event Policy or Special Event Permit requirements; fees and charges
as outlined in the Fee Schedule Resolution were not paid within the designated timeframes. An
Event Organizer/Producer of such an event shall forfeit the right to produce future events;
5. After -action reports completed by City staff following an event previously produced by the
applicant indicate that the Event Organizer/Producer acted in a manner that violated the Special
Event Policy or the Special Event Permit, created unsafe conditions, failed to correct event
problems identified by City representatives at any time, or created other problems of similar
magnitude.
Cancellation of an Event
Any Special Event may be canceled by the City for reasons including, but not limited to, any of the
following:
a. Continued failure to correct conditions identified by City representatives which affect the site,
public safety, public health or sanitation; or
b. Weather conditions that would endanger participants during the event; or
(1) The Event Organizer/Producer or designated City representatives will determine whether an
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event shall be canceled due to weather conditions. The decision of City representatives will be
final.
(2) Should event personnel, including paid security and police officers, be released due to weather
conditions, the event is considered canceled.
c. City emergencies that require essential City event personnel, require evacuation of the Special
Event or downtown area, or endanger the community; or
d. Violations of laws/ordinances or the Special Event Policy; or
e. Other conditions and/or circumstances as determined by the Special Event Committee.
NOTE: Events canceled due to weather conditions or City emergencies will receive a refund of
fees and deposits paid. Events canceled for failure to correct conditions identified by City
representatives or for violations of laws/ordinances or the Special Event Policy will forfeit all fees
and deposits.
Appeal of Denial of Special Event Request or Cancellation of Special Event Permit
The City of Opa-locka will not be responsible for any economic loss or damage resulting from
non -issuance of a Special Event Permit, revocation of a Special Event Permit, denial of a Special
Event request, or cancellation of a Special Event Permit or a Special Event.
Except as otherwise provided herein, an appeal of the decision of the Special Event Committee
regarding a permit application shall be submitted to the City Manager for consideration. The City
Manager has the authority to deny or cancel a Special Event Permit for violations of the Special
Event Policy or Special Event Permit or for failure to meet the requirements specified in either.
The City Manager's decision to deny a Special Event Permit Application will be final except as
noted in the following paragraph.
The cancellation of a Special Event Permit by the City Manager may be reviewed by the City
Commission by making a written request to the City Manager within ten (10) calendar days of
cancellation. If the request detailing the reason for appeal is received twelve (12) or more calendar
days prior to the next City Commission meeting, it will be placed on the next Commission meeting
agenda. If the request is received less than twelve (12) calendar days prior to the next City
Commission meeting, it will be placed on the next subsequent Commission meeting agenda. The
decision of the City Commission shall be final.
Special Event Application Requirements
1. Name, date, hours, and description of event;
2. Event Organizer's/Producer' s contact information, including the name of the alcoholic
beverage temporary license/permit applicant (if applicable);
3. Contact information for the Event Organizer/Producer (person, business, or organization)
financially responsible for the event, including the name of the alcoholic beverage temporary
license/permit applicant (if applicable);
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4. The organization's articles of incorporation and registration with the State of Florida Division
of Corporations (Sunbiz) (as applicable);
5. Most recent IRS 990 form for the non-profit entity obtaining the Alcohol Temporary
Permit/License and listed as an Event Organizer/Producer;
6. Type of event and requested location or route;
7. Whether the event is a first-time or returning event;
8. Whether the event is free to the public or if it will include paid, priority seating;
9. Whether amplified sound will be used;
10. The type and number of vendors;
11. Whether the event includes the sale, distribution, and/or consumption of alcohol; a site map
showing the location(s) of all distribution points for alcoholic beverages.
12. Fencing requirements, if any;
13. Whether the event requires access to electricity, and, if so, the reason;
14. Whether banners will be erected within the event area (a separate permit is required for banners
hung on public street light poles);
15. Requests for road closures in conjunction with the event, including plans to manage access;
16. Plans to promote the event;
17. Plans for event security and crowd control, including the number of security guards, their
locations, and responsibilities, and plans to control access to the event area;
18. Plans for traffic control;
19. Plans for toilets, sanitation, trash management and keeping the area clean during the event,
including plans for cleanup after conclusion of the event; and
20. Pre -event and post -event checklists.
III. Fees and Charges for Special Events
A. Fees and charges for Special Events are established and periodically adjusted by a resolution
approved by the Opa-locka City Commission. All Special Event fees are intended primarily to
offset the cost to the City resulting from such special events; therefore, except for City- produced
events, the City does not waive Special Event fees for facility rentals, permits, licenses or any other
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charges for City services. Any Event Organizer/Producer requesting to hold an event on City
property or facilities must pay all required fees.
B. The Event Organizer/Producer is responsible for any and all costs for City services as
determined by the City.
C. Any Event Organizer/Producer requesting to hold a Special Event on City property or facilities
must pay the security deposit and all required Special Event fees prior to the issuance of the Special
Event Permit. The security deposit may be utilized to pay for City staff, cleanup, maintenance, or
repair if the site is not in a condition satisfactory to the City's representative within forty-eight (48)
hours after the post -event inspection unless extenuating circumstances exist and are agreed upon
by City staff at the post -event walkthrough.
D. All fees, such as facility rental fees, security deposits, administrative fees, and banner fees must
be paid for and presented to the City not less than forty-five (45) calendar days in advance of the
event.
E. All required permits and temporary licenses, if applicable, must be paid and provided to the
City not less than twenty (20) calendar days in advance of the event.
F. All other fees (e.g., personnel costs, damage compensation, etc.) due to the City must be paid
within fifteen (15) calendar days after the event.
G. The security deposit may also be used to pay for any other event -related fees that are unpaid
by the Event Organizer/Producer fifteen (15) calendar days after the event.
W. Insurance Requirements for Special Events
A. Event Organizer/Producer
The City requires the Event Organizer/Producer of an event using City facilities to provide the City
with proof of Commercial General Liability Insurance coverage in the minimum amount of one
million dollars ($1,000,000).
1. The policy must provide coverage for general aggregate liability losses, personal and
advertising injury, fire damage, medical expenses and additional coverage for volunteer coverage,
spectator liability, etc.
2. The coverage shall be written on a "per occurrence" basis and shall be inclusive of "set-up and
tear -down" dates.
3. The City of Opa-locka must be named as Additional Insured.
4. Proof of insurance shall be in the form of a standard Accord Certificate of Insurance written
by a licensed insurer acceptable to the City.
5. Certificates of Insurance must be submitted to the City not later than twenty (20) calendar days
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before the date of the event.
B. Liquor Liability
If alcoholic beverages are being sold, distributed or consumed at a Special Event, the Event
Organizer/Producer must also provide the City with a Liquor Liability Endorsement or a separate
insurance policy in the amount of two million dollars ($2,000,000). A copy of the Certificate of
Insurance must be provided to the City naming the City as Additional Insured. Certificates of
Insurance must be submitted to the City not later than twenty (20) calendar days before the date of
the event.
C. Automobile Liability — Driving On City Property
1. The Event Organizer/Producer must provide automobile liability insurance in the amount of two
million dollars ($2,000,000) combined single limit or two million dollars ($2,000,000) per person
bodily injury liability insurance in addition to general liability insurance;
2. The City of Opa-locka must be named as Additional Insured. Certificates of Insurance must be
submitted to the City within twenty (20) calendar days of the event;
(a) If the vehicle is not personally owned, then Hired Autos and Non -Owned Autos insurance
is required. This type of insurance is reflected in the automobile liability section of the
insurance certificate;
(b) If the vehicle is titled and registered in the name of the organization, then All Owned Autos
insurance is required. This type of insurance is reflected in the automobile liability section
of the insurance certificate;
3. In the Description section of the certificate, indicate the make, model, year, and VIN of each
vehicle and trailer which will be accessing City property. Only those vehicles listed on the
policy may be driven on the designated area and approved in thepermit;
4. Any unauthorized vehicles on City property shall constitute noncompliance with the Special
Event Policy and may render the Special Event Permit null and void, thus cancelling the event
and possibly causing forfeiture of the opportunity to produce future events;
5. Date and time for entry and exit by all vehicles must be scheduled and approved thirty (30)
calendar days in advance of the event by the City.
V. Requirements Regarding Sale, Distribution and/or Consumption of Alcoholic Beverages
at Special Events
A. Request at Time of Special Event Application
The sale, distribution, and/or consumption of alcoholic beverages on City property as part of a
Special Event poses additional concerns and may lead to additional requirements for the Event
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Organizer/Producer. Should an Event Organizer/Producer wish to sell and/or distribute alcoholic
beverages a an event, the request must be submitted with the Special Event Application.
B. State Temporary License/Permit
Before issuance of a Special Event Permit, the Event Organizer/Producer must secure a required
State Temporary License/Permit for the sale of alcoholic beverages from the Department of
Business and Professional Regulation and secure liquor liability insurance in the amount of two
million dollars ($2,000,000). A copy of all State temporary alcoholic beverage permits and alcohol
insurance must be provided to the City twenty calendar days before the event. The person or entity
whose name is listed on the State Temporary License/Permit, if different than the person
designated as Event Organizer/Producer on the Special Event Permit, will be listed by the City as
one of the Event Organizers/Producers. The person or entity who holds the temporary alcohol
permit must submit their most recent IRS 990 form with their Special Event Application.
C. Conditions for Approval
Approval of the sale, distribution, and/or consumption of alcoholic beverages at a Special Event
held at a City facility or on City property shall be determined and shall be based upon the Event
Organizer's/Producer's submission to and gaining approval by the Special Events Committee of
the following criteria:
1. A designation of the event dates and hours for sale, distribution, and/or consumption of
alcoholic beverages;
2. A site map showing the location(s) of all distribution points for alcoholic beverages.
3. A plan for crowd control, and managing access to the Special Event area;
4. A plan for preventing the sale, distribution, and/or consumption of alcoholic beverages to
minors. The plan and personnel necessary to implement it shall be approved by the Police
Department as discussed under Subsection D below. The cost for implementation shall be at the
expense of the Event Organizer/Producer;
5. A copy of permits and licenses in accordance with State Statutes and the City of Opa-locka for
the sale, distribution, and/or consumption of alcoholic beverages are to be submitted to the Special
Events Committee;
6. Certification of liquor liability insurance coverage naming the City of Opa-locka as Additional
Insured, holding the City harmless and indemnifying the City from all claims, suits and demands;
and
7. Within thirty (30) calendar days after the completion of a Special Event, prior to the return of
the Event Organizer's/Producer's event deposit, the holder of the Special Event' s temporary alcohol
permit is required to submit a complete copy of the Sales and Use Tax Return (Form DR -15) to
the State Department of Revenue within 10 business days following an event for which a
Temporary Alcohol Permit has been issued.
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D. Requirements for Events Selling and/or Distributing Alcoholic Beverages
1. A minimum of one (1) Opa-locka Police Department officer must be present during Special
Events held on City facilities where alcoholic beverages are being sold, distributed, and/or
consumed to ensure that violation of State and local laws does not occur. The presence of police
officers does not relieve the Event Organizer/Producer from the responsibility of checking
identifications to enforce compliance with minimum drinking age requirements.
2. The number of officers required will be determined by the Chief of Police or designee based
on, but not limited to, the number of entrances and exits to the alcohol designated area of the event
and the size and scope of the event. If the event has been held previously in the City, the number
of officers required will be determined by the Chief of Police or designee based additionally on
previous attendance, call history, incident reports, and after -action reports, if any.
3. Fees for Police Department services are set by the City in conjunction with the Police
Department.
E. General Rules When Alcoholic Beverage is Available
The following general rules govern an event where alcoholic beverages will be sold, distributed,
and/or consumed:
1. The only alcoholic beverages that may be sold, distributed, and/or consumed at a Special Event
are beer and wine;
2. The following limitations will apply to the sale, distribution and/or consumptionof alcohol:
a. "All you can drink" events are not permitted. This includes "unlimited alcohol" with any kind
of ticket or wristband purchase.
b. "Buy one, get one free" sales are not permitted (one cup sales only) and using alcohol as an
inducement to purchase a ticket or wristband into a VIP or paid, priority seating area is
prohibited.
c. Cup sizes are limited to a maximum of 16 ounces (no super -sized cups).
3. The entire area where alcoholic beverages will be sold, distributed, and/or consumed must be
defined and fenced. The City may provide, for rent, fencing. Delivery and installation of said
fencing is the responsibility of the Event Organizer/Producer. Alternative fencing may be
considered with appmvaL Fencing for paid, priority seating shall not exceed four (4) feet in
height and shall not obstruct the visibility of others outside the paid priority seating area. No
tents, trailers, or other features which obstruct the visibility of others outside the paid, priority
seating area may be erected. The cost for fencing rental and installation will be at the expense
of the Event Organizer/Producer. Additionally, the Event Organizer/Producer will be
Page 11
responsible for reimbursing the City for damage to its fencing;
4. Opa-locka Police Department officers (on -duty or off -duty) must be present in the event area
at all times when alcoholic beverages are sold, distributed, and/or consumed. The Police
Department will determine if officers must man gates or will rove the event area. All
entrances/exits must be secured.
Depending on the size and scope of an event, and at the sole discretion of the Police
Department, uniformed professional security guards may be permitted to maintain security at
entrances and exits to the event in lieu of Opa-locka Police Department officers. Only City -
approved professional licensed security companies may be used. Payment of both professional
security guards and uniformed off -duty Opa-locka Police Department officers is the
responsibility of the Event Organizer/Producer,
5. All entrances/exits must be clearly marked with signs stating "No alcohol beyond this point."
6. No business establishment building may be used as the perimeter for the area of alcoholic
beverage sales, distribution, and/or consumption to the event area. A business located adjacent
to public property may request a permit on a one-time basis for approval to serve alcoholic
beverages on said property solely for a grand opening event. Approval must be granted by City
Commission, and the permit will be subject to all rules governing alcoholic beverages outlined
in the Special Events Policy;
7. The areas where alcoholic beverages may be sold, distributed, and/or consumed are restricted
to the Facility Rental Area, and the municipal parking lot located adjacent thereto.
The area where alcoholic beverages will be sold, distributed, and/or consumed must be
protected against product spillage on the sidewalks, streets and grass. A catch basin/bucket
must be placed under each beer/wine dispensing unit/tap. The Event Organizer/Producer is
responsible for protecting against spillage and for proper disposal of spillage, and the Event
Organizer/Producer may be required to pressure wash areas affected by spillage; and
8. Last call for alcohol announcements must be made no later than 30 minutes prior to the end of
the event. During the last -call time period, sales and distribution are limited to one drink per
person. Alcohol sales/distribution are required to cease no later than 15 minutes prior to the
end of the event. Last call and hours of alcohol sales/distribution will be monitored and strictly
enforced by the Opa-locka PoliceDepartment.
VI. General Requirements For Special Event Permits
A. Compliance with City Codes
All activities conducted as part of a Special Event are required to comply with the provisions of all
City Code of Ordinances and the Special Events Policy. Copies are available from the City Clerk
and via Internet at the following website: https://library.municode.com/fl/opa-
locka/codes/code of ordinances?nodeId=FFICH
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1. An Event Organizer/Producer holding a Special Event Permit must abide by all policies,
procedures, and stipulations outlined in their Special Event Permit. Non-compliance may result in
the event being canceled or shut down.
2. An Event Organizer/Producer of a Special Event who does not comply with the City's Code of
Ordinances, Special Events Policy, or the conditions outlined in a Special Event Permit, or who
does not pay all event fees and charges may forfeit the right to produce future events.
B. Health and Sanitary Requirements
In order to ensure a clean, sanitary environment during and after events held at City facilities, the
City's designated representative will approve site cleanup services. The Event Organizer/Producer
is responsible for ensuring their vendors and providers keep City facilities, and the surrounding
areas used or affected by the crowds attending the Special Event, in a clean and sanitary condition
during and after an event. Failure to do so will result in forfeiture of the security deposit and
responsibility for reimbursing the City for any outstanding expenses incurred in the correction of
the problem.
C. Fire/Rescue Personnel
The requirement for a MERV (mobile emergency response vehicle) with two (2) fire/EMS
personnel, a two -member bike team, or additional medical personnel at Special Events will be
determined by the Miami -Dade County Fire Chief prior to the event based on, but not limited to,
the type of Special Event, expected attendance and crowds, number of food vendors, sale,
distribution, and/or consumption of alcohol, and other factors that would tax the department's
ability to provide fire/rescue services.
It will be the responsibility of the Event Organizer/Producer to pay the Fire Department for
fire/rescue personnel required during the Special Event.
If personnel are scheduled for and report to an event, then the minimum number of hours each
shall be paid is three (3) hours. Payment may be made the week prior to the event or within fifteen
(15) calendar days after completion of the event.
D. Police Personnel
The requirement for police personnel at Special Events will be determined by the Chief of Police
or designee. All requests by the Event Organizer/Producer for police personnel shall be made sixty
(60) calendar days in advance of the event through the Special Events Committee. When three (3)
or more officers are required, an additional supervisor is required and will receive supervisory rate
of pay. The Chief of Police or designee may require additional police personnel for Special Events
which include the sales, distribution, and/or consumption of alcohol as deemed necessary for
public safety. Payment for personnel shall be made immediately upon completion of the event.
Page 13
E. Other City Personnel
Should the services of other City department personnel be required to facilitate a Special Event, the
Event Organizer/Producer is required to pay for those services within fifteen (15) calendar days
after completion of the event.
F. Cleanup
The Event Organizer/Producer will provide all cleanup services for Special Events, including any
closed roads and streets. Cleanup includes personnel costs during and after the event, as well as
adequate dumpsters, trash cans and grease vats. The number of dumpsters will be determined by
the Public Works Department in conjunction with the Event Organizer/Producer, based on the
scope of the event and previous experience with events held in the City.
Cleanup also includes the removal of all dumpsters, trash cans, trash, other equipment and pressure
washing any areas where grease or other substances are present after an event.
Arrangements for the proper disposal of used cooking grease and gray water will be the
responsibility of the Event Organizer/Producer. The grease vat and gray water provider must be
City -approved. The cost of these services will be the responsibility of the Event
Organizer/Producer.
Paint or spray paint shall be used on the Facility Rental Area, City facilities, event routes,
sidewalks, roads, right-of-ways or other public property only with the approval of the Special
Events Committee. Event Organizers/Producers who fail to remove such substances prior to the
post -event site walkthrough will be billed for the cost of removing them. Events whose producers,
staff or volunteers use chalk or spray chalk will be billed for its removal if the chalk or spray chalk
is present four (4) days after the event.
The City has an ordinance prohibiting discharge of any liquid or solid into the stormwater drainage
system or onto the grass. This is a health and sanitation issue. If provider fails to comply, they will
be issued a violation and fined. In addition, the provider will be prohibited from doing business
within the City in the future.
G. Temporary Bathroom Facilities
Event Organizers/Producers are required to provide adequate temporary bathroom facilities for
their event, including facilities for handicap access as determined by the Special Events
Committee. The port -o -let provider must dispose of all trash removed from the inside of toilets.
This includes items/trash found when vacuuming the waste from the toilet itself. Any
debris/material, etc., must be bagged and removed from the premises by the provider. No such
material may be disposed of in City trash receptacles or placed on the sidewalks, grass,
landscaping, hardscape, or any other part of the Facility Rental Area. Units may NOT be washed
down on site, but must be returned to the provider's facility for cleaning.
Page 14
The City has an ordinance prohibiting discharge of any liquid or solid into the stormwater drainage
system or onto the grass. This is a health and sanitation issue. If provider fails to comply, they will
be issued a violation and fined. In addition, the provider will be prohibited from doing business
within the City in the future.
H. Banners, Promotional, and Informational Materials
Event and sponsor banners may be hung within the event site; however, banners and any other
materials may not be placed on fencing if it obstructs the visibility of others. Nothing shall be
attached to the landscape or hardscape.
If an Event Organizer/Producer wants to hang promotional banners on street light poles, an
Application to Hang Banners on Street Light Poles must be received thirty (30) days prior to the
requested banner installation date. Banner fees apply and are outlined in the Fees and Charges for
Special Event held on City Facilities.
L Road Closures
An Event Organizer/Producer requesting road closures must submit a City of Opa-locka
Application for Road Closures to the Special Events Coordinator thirty (30) days in advance of
the requested road closure. An Event Organizer/Producer requesting road closures is required to
provide thirty (30) days advance notice to all affected businesses and residents of the dates and
times of the planned closures. A copy of the notice must be provided to the City.
If road closures are approved, the Event Organizer/Producer must provide barricades for the
standard road closure area within the Facility Rental Area. Each intersection affected must be
manned at all times during the road closure. The Event Organizer/Producer is responsible for
securing and providing manpower. Should professional security personnel be required, the Event
Organizer/Producer shall hire security personnel approved by the City. The cost of professional
security personnel and/or police officers for traffic control caused by the closure is the
responsibility of the Event Organizer/Producer.
The City may provide barricades, cones, etc., for street closures, if available.
J. Overnight Parking
No overnight parking is permitted on City facilities except with specific approval by the City
Manager. Authorized overnight security is permitted.
K. Additional Licenses
Events which offer musical entertainment are required to provide the City, if requested, with a
copy of their Broadcast Music, Inc. (BMI), Society of European Stage Authors and Composers
(SESAC), and/or American Society of Composers, Authors and Publishers (ASCAP) performance
agreements, or provide the BMI, SESAC, and/or ASCAP account number and the effective date
of the license(s). This license agreement covers copyright clearance for music performed. The
Page 15
Event Organizer/Producer of such events must complete and sign the form attesting to having met
this requirement.
L Public Announcements
There may be a requirement, depending on the event, for Public announcements to be made at the
discretion of the City Manager and for the purpose of educating the public regarding safety
concerns.
M. Requested Documents for City Signature
A copy of any documents the Event Organizer/Producer is requesting that the City sign must be
provided to the City thirty (30) calendar days before the event.
N. Driving in the Event Area
Vehicles shall not be driven on the grass within the Special Event area, medians, or sidewalks.
VII. General Requirements for Special Event Vendors
The City reserves the right to set guidelines and restrictions for vendors. All applicable City,
County and State laws/codes will be strictly enforced. The placement of vendors is limited to areas
designated in the Special Event Permit for crafts, food, beverages, and amusements.
Any vendor selling or serving food or beverages must adhere to the requirements of the Parks &
Recreation Department, Public Works Department, Fire Department, and the State of Florida
Division of Hotels and Restaurants Department of Business and Professional Regulation. No
vendor will be allowed to open for business until they have been inspected and approved by all
three entities. (Appendix III)
No staking of tents, trailers, or other items is allowed in the Facility Rental Area, streets, or parking
lots. Nothing may be attached to the landscape or hardscape. Vehicles may only be driven on
pavers or concreted areas during set up and tear down of a Special Event. No vehicle may be driven
or parked on any grassy areas at any time.
A. Food and Beverage Vendors
1. Only authorized licensed food vendors shall be permitted to operate on City property or
facilities during Special Events. The Event Organizer/Producer must contact the State Division of
Hotels and Restaurants not less than ten (10) calendar days before said event with the following
information:
a. Dates and times of event;
Page 16
b. Type of food service proposed;
c. A list of all food service vendor owners and operators participating in each event;
d. The current license numbers of all public food service establishments/restaurants participating
in each event; and
e. Schedule time of inspection.
The Division of Hotels and Restaurants may inspect all food vendors' operations at each event
for compliance with minimum sanitation standards. If the vendor does not meet the standard, their
operation will be shut down until corrections are made; and
All food vendors are required to obtain a license from the Division of Hotels & Restaurants in
order to participate in a Special Event. If a food vendor does not have a State license, the Division
of Hotels and Restaurants may issue a Temporary Event Vendor License. Licensing requirements
and the State of Florida Guide to Temporary Food Service Events are available on their website
at http://www.myforidalicense.com. (See Appendix III.)
2. The Event Organizer/Producer is responsible for ensuring that food vendors containerize all
cooking materials and byproducts, especially grease, and that any and all such cooking materials,
byproducts, and grease are removed from the City's premises and disposed of properly, or placed
in the event's grease vat provided by the Event Organizer/Producer.
3. Vendors who cook with grease -type products are required, as a part of site preparation, to
place corrugated boxing paper, or a similar type of protection, as flooring for their booth and on
top of the roofing felt to absorb grease and to prevent grease or liquids from falling onto the
asphalt, concrete, sidewalks, pavers, or any other part of City property.
4. Food vendors are required to use a grease trap when cooking with grease. The vendor, or
Event Organizer/Producer as default, is responsible for the proper removal and disposal of all
grease into the event's grease vat or from the event area. No grease or oil may be poured onto the
pavement or grass or into stormwater drains within the City of Opa-locka. The Event
Organizer/Producer will be accountable for any costs associated with cleanup of storm drains,
sidewalks, streets, pavers, and any other City property.
5. Precautions must be made to prevent food, debris, seafood shells, etc. from entering into the
City's stormwater system. The placement of traps, screens, etc., may be required.
6. No glass cups or glasses may be used for beverage products. Should beer or wine products
only come in glass bottles, the beverage must be served in a plastic or paper cup for distribution
to the public. A catch container must be placed under all beverage dispensing units/taps.
7. Cleaning/pressure washing of vendor and eating areas will be a requirement for Special Events
where food and/or beverages are served at the event. All costs associated with pressure washing
Page 17
will be the responsibility of the Event Organizer/Producer.
8. Failure to follow this policy may result in forfeiture of the security deposit, payment of
additional fees for pressure washing and cleanup, and forfeiture of the opportunity to participate
in future events on City property.
O. Cleaning
At all Special Events, should specific vendors have booths which result in odors, grease or other
substances present after the event, the Event Organizer/Producer will be responsible for
cleaning/pressure washing the event site area, including roadways.
P. Amusements
1. Mechanical or carnival -type rides for children are permitted within City parks. No mechanical
or carnival -type rides may be erected in City parking lots or on roads or sidewalks without the
approval of the City Manager. A list of proposed children' s rides, along with anchoring methods,
must be itemized on the Special Event Permit application and presented to and approved by the
Special Events Committee. A copy of the State inspection certificates must be provided to the City
before rides can be operated.
2. Inflatable -type amusements are permitted provided appropriate anchoring is in place.
3. Animal rides and animal exhibitions are not permitted.
VIII. Responsibilities
i
1. Parks & Recreation Director
a. Each May as part of the budget development process, provide the Commission with a
recommended schedule of City -Produced Annual Budgeted Special Events to obtain direction
as to what Special Events are to be included in the following year annual budget. Also to obtain
direction as to the amount to be included in the budget for Mayor or Commission initiated
Special Events.
b. Serve as the Special Events Coordinator in the absence of a Parks & Recreation staff member
in that position.
c. Ensure the Commission is kept apprised at all times in regard to pending events status.
d. Ensure the successful completion of every City -produced event.
e. Ensure that Other -Party -Produced events are planned for, conducted and completed in
full conformance with this Special Events policy and procedures.
f. Seek external partnerships and funding whenever feasible.
g. Provide Parks & Recreation staff in support of Special Events when required.
2. Public Works Director
a. Set-up, tear -down and site -restoration by PW staff as appropriate
Page 18
b. Provide or obtain equipment required by the event
c. Provide staff in support of Special Events when required.
3. Finance Director
a. Ensuring appropriate controls when City is responsible for event cash transactions.
b. stablishing appropriate accounts when external funding will be obtained.
c. Providing appropriate receipt documentation when external funding will be obtained.
4. Chief of Police
a. Overall safety
b. Crowd management
c. Traffic management
5. Information Technology Director
a. Providing or obtaining equipment required by the event
b. Set-up, tear -down and site -restoration by I.T staff as appropriate
6. Public Information
a. Maximize event promotion within allowable budget
7. Budget Administrator
a. Provide analytical support
Page 19
Appendix I — Facility Rental Area
Facility Rental Area and Facility Rental Areas Where Alcohol May Be Sold, Distributed,
and/or Consumed — To Be Accompanied with Map
The following map defines: 1) Facility Rental and Road Closure Area; and 2) areas approved for
the sale, distribution, and/or consumption of alcoholic beverages.
A. Facility Rental Area A — Description and Requirements:
B. Facility Rental Area B — Approved For Sale, Distribution and/or Consumption of Alcoholic
Beverage — Description and Requirements:
Alcohol may be sold, distributed and/or consumed in this area when required fencing is in place.
C. Road Closure Area
a. The standard road closure area is between and
b. Additional road closures will be determined by the Police Department.
Page 20
Appendix II — Fire Safety Requirements
Minimum Fire Safety Requirements for Food Trucks, Trailers and Tents*
Vendor Name: Date:
Event:
* This sample form will be updated periodically and subject to change to reflect the current laws
in the State of Florida
The Mimi -Dade County Fire Department will not allow cooking prior to receiving a passing
inspection from the Fire Marshal or his/her designee. Any q estions concerning these
requirements should he directed to the Miami -Dade County Fire Marshal.
❑ 1. Vehicle/trailer is to be equipped with a commercial exhaust system
❑ 2. Vehicle/trailer is to be equipped with a fire suppression system when cooking produces
grease laden vapors
❑ 3. Fire Suppression System is to be inspected and tagged every 6 months by licensed fire
suppression contractor
O 4. Provide (1) 2A1OBC fire extinguisher (red extinguisher)
O S. If frying or cooking operation produces grease laden vapors, one 40BC fire extinguisher for
each piece of frying equipment or one K -class extinguisher is required. (silver
extinguisher)
❑ 6. Fire extinguishers to be mounted in a fixed location and inspected and tagged by a licensed
fire extinguisher company (within last 12 months)
O 7. All compressed gas cylinders to be chained or strapped in position
❑ 8. Filling of LP gas cylinders on site will not be permitted
❑ 9. There will be no access to the cooking equipment and fuel sources by the general public
Additional Requirements for Tents:
❑ 10. Tent material will be required to be treated with flame retardant.
The Fire Department requires a certificate or other evidence of approval by a laboratory of
recognized standing or the report of tests made by other inspection authorities as evidence that
the tent fabric is, flame retardant.
Special Event
Policy & Procedures
Page 20
Q' 1 1 . T h e g r o u n d e n c l o s e d b y a n y t e n t o r t e m p o r a r y m e m b r a n e s t r u c t u r e a n d f o r a r e a s o n a b l e
d i s t a n c e , b u t n o t l e s s t h a n 1 0 f t . o u t s i d e o f s u c h s t r u c t u r e ( s ) s h a l l b e c l e a r e d o f a l l f l a m m a b l e o r
c o m b u s t i b l e m a t e r i a l o r v e g e t a t i o n .
E x c e p t i o n : C a r d b o a r d u s e d f o r p r o t e c t i o n o f p a v e m e n t .
Q' 1 2 . F r y i n g e q u i p m e n t t o b e l o c a t e d u n d e r t h e t e n t p r o t e c t e d f r o m r a i n .
Q' 1 3 . B a r b e q u e g r i l l s t o b e l o c a t e d o u t s i d e o f t e n t t o h e l p e l i m i n a t e s m o k e b u i l d u p a n d p o s s i b l e
f l a m e u p .
Q' A p p r o v e d 0 D i s a p p r o v e d
S i g n e d : D a t e :
M i a m i - D a d e F i r e D e p a r t m e n t F i r e I n s p e c t o r
C o m m e n t s :
S p e c i a l E v e n t
P o l i c y & P r o c e d u r e s
P a g e 2 1
Appendix III — Temporary Food Service Events
Florida Division of Hotels & Restaurants Guide to Temporary Food Service Events
This guide contains the same information as DBPR Form HR 5030-034, Guide to Temporary
Food Service Events, available in English and Spanish at the following website:
(http://www.myfloridalicense.com/dbpr/hr/licensing/GT tempevents.html)
A temporary food service event is an event of thirty (30) calendar days or less in duration where
food is prepared, served, or sold to the general public and is advertised and recognized in the
community. A temporary food service establishment or vendor is a participant at a temporary
food service event.
This guideline for temporary events is based on Chapters 61C-1 and 61C-4, Florida
Administrative Code, and Chapter 509, Florida Statutes.
A. Licensing
A public food service establishment or other food vendor must obtain a license from the Division
of Hotels & Restaurants for each temporary food service event in which it participates (unless
exempted). Annual temporary event licenses are also available which allow participation in an
unlimited number of temporary events. The Division will inspect temporary events and if
minimum sanitation standards are not met, the food service operation will be discontinued until
corrections are completed and verified by the Division.
Sponsors of a temporary food service event must notify the Division of the following items no
less than three (3) business days prior to the scheduled event.
1) Type of food service proposed,
2) Time and location of the event,
3) Complete list of food service vendor owners and operators participating, and
4) Current license number of each public food service establishment participating.
Notification: Event sponsors may complete notification requirements by telephone at
850.487.1395, in person at the appropriate district office, via email at
dhr.info@myfloridalicense.com or in writing. A public food service establishment or food service
vendor may not use this notification process to circumvent the license requirement.
The Division keeps record of all notifications received for proposed temporary food service events
and provides appropriate educational materials to the event sponsor.
Group License: The Division may issue a group license to a vendor with multiple units serving
a single non- potentially hazardous food (e.g., churros). All grouped units must serve the same
food. Foods requiring additional preparation or handling are not eligible for group licensing. All
qualifying units must be inspected in a single location.
Special Event
Policy & Procedures
Page 22
B. Licensing Exemptions
Public food service establishments holding current licenses from the Division may operate at
temporary events with no additional license fee.
Temporary events such as carnivals, fairs, or other celebrations operated on church or school
property or any eating place operated by a nonprofit civic, fraternal or religious organization are
exempt from licensing and inspection by the Division of Hotels & Restaurants.
C. Fees
Temporary public food service establishments and vendors are required to pay the following
license fees at the time of licensing:
• 1-3 day event — $91
• 4-30 day event — $105
• Annual — $456
The Division does not accept cash payments for fees at temporary events. The Division accepts
cashier's checks, money orders or other certified payments. Fees are current at the time of Special
Event Policy adoption and are subject to change. Please check the Florida Division of Hotels &
Restaurant website for current fees.
D. Fire Safety
Fire Safety Code requires a portable fire extinguisher. Check with the local fire authority for
specific requirements pertaining to the size, type or tagging of required fire extinguishers or other
fire related requirements.
E. Personnel
Employees may not touch ready -to -eat (RTE) food with their bare hands unless there is a written
Alternative Operating Procedure (AOP) available that has been approved by the Division. Without
an approved AOP, employees must use suitable utensils such as deli tissue, spatulas, tongs, single -
use gloves, or dispensing equipment when handling RTE food.
Food service workers transmit most foodborne disease causing germs to foods. That is why it is
so important for employees to maintain high standards of personal cleanliness. All personnel must
wash hands prior to beginning work, when returning to work after any break in food preparation
activities, when putting on or changing gloves, or any time their hands become soiled.
Smoking is prohibited in ware washing, food preparation and food storage areas.
Personnel must wear clean outer garments, effective hair restraints and no jewelry on their hands
or arms (except plain wedding bands). If worn, artificial and painted fingernails must be covered
by intact gloves.
Special Event
Policy & Procedures
Page 23
All personnel must be free of open sores and skin infections, respiratory infections, upset stomach,
diarrhea or other communicable diseases.
F. Facilities
The specific requirements for the temporary event physical facility where food is prepared or
handled are based on the length of the event, the type of food that is prepared or served, and the
extent of food preparation conducted at the temporary facility. Minimum requirements may
include:
1) Food service operators must provide overhead protection if food is prepared or portioned or
ware washing is done onsite;
2) Flooring may be concrete, machine -laid asphalt or dirt/gravel if it is covered with mats,
removable platforms, duckboards, or other suitable approved materials that effectively control dust
and mud and are graded to drain;
3) Walls and ceilings must be constructed of a material that protects the interior from the weather,
windblown dust and debris, or other forms of cross contamination;
4) When potentially hazardous food is prepared at events of four to thirty (4-30) days in length,
the physical structure where the food preparation occurs must be protected against flying insects
and other vermin by;
a) 16 mesh to 1 inch screens,
b) Properly designed and installed air curtains, or
c) Other effective means.
5) A three -compartment sink is required within the temporary food service for washing, rinsing
and sanitizing utensils and equipment. If this activity is conducted at an approved, remotely located
commissary or food service establishment, an adequate supply of spare preparation and serving
utensils must be maintained on the premises in case the original utensils become soiled; and
6) A handwashing facility is required. This facility may be a clean, portable container equipped
with anon/off valve. Soap and single -service paper towels must be available for handwashing and
hand drying.
G. Water
All food service operations that prepare or portion food on the premises must provide an adequate
supply of potable water for purposes of cleaning and employee handwashing. Municipal
connections, holding tanks or portable containers are accepted means to provide an adequate
supply.
Steam used in contact with food or food -contact surfaces must be free from contamination.
Special Event
Policy &Procedures
Page 24
H. Solid and Liquid Waste
Operators must remove all garbage and rubbish from the premises often enough to prevent
nuisance conditions and dispose solid waste properly in tight -fitting, covered containers.
Operators must dispose of liquid waste in a public or other approved sewerage system.
L Required Items
• Sanitizer (properly diluted, unscented bleach may be used)
• Probe thermometer
• Chemical test strips (for measuring sanitizer concentration)
• Three -compartment sink to wash, rinse and sanitize equipment and utensils or access to
such facilities at an approved commissary or food service establishment
• Hair restraints
• Adequate supply of back-up utensils
• Adequate supply of potable water
• Soap and single -service towels
• Adequate equipment and facilities to maintain food at the proper temperatures
• Adequate protection from flying insects, vermin, dust, dirt and weather
• Adequate protection for displayed, prepared, and stored food
• If required by local fire authority, properly tagged and sized portable fire extinguisher
To Prevent Foodborne Illness
• Obtain foods from an approved source. Home -prepared food is not allowed.
• Wash hands thoroughly before handling food, single -service items and clean equipment and
utensils.
• Maintain hot foods at temperatures of 135° Fahrenheit or above.
• Maintain cold foods at temperatures of 41° Fahrenheit orbelow.
• Cook pork to a minimum temperature of 145° Fahrenheit for at least fifteen (15)seconds.
• Cook beef to a minimum temperature of 155° Fahrenheit for at least fifteen (15) seconds.
• Cook chicken and other poultry to a minimum temperature of 165° Fahrenheit for
at least fifteen (15) seconds.
• Reheat cooked foods to a minimum temperature of 165° Fahrenheit within
two (2) hours for hot holding.
• Check food temperatures frequently with a probe type thermometer.
• Heat foods quickly and cool foods rapidly.
• Keep raw and cooked foods separated.
• Thaw foods properly: completely submerged under cold running water not longer
than four (4) hours, as part of the cooking process, or under refrigeration.
• Use single -service articles whenever possible.
• Keep foods covered and protected from dust, dirt, insects, vermin and human cross
contamination.
• Protect all food, including displayed food, from customer contamination (touching,
coughing, sneezing, etc.).
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Policy & Procedures
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" M i n i m i z e h a n d l i n g o f f o o d s b e f o r e , d u r i n g a n d a f t e r p r e p a r a t i o n .
" D o n o t s t o r e f o o d d i r e c t l y i n c o n t a c t w i t h i c e u s e d f o r b e v e r a g e s .
" D o n o t u s e s w o l l e n , l e a k i n g o r d a m a g e d c a n n e d g o o d s .
" S t o r e a l l f o o d p r o d u c t s a n d e q u i p m e n t a t l e a s t s i x i n c h e s o f f t h e g r o u n d .
S p e c i a l E v e n t
P o l i c y & P r o c e d u r e s
P a g e 2 6
Appendix IV — Special Event Site Inspection and Cleanup Agreement — Pre -Event
Pre -Event Inspection
It is the responsibility of the Event Organizer/Producer to ensure vendors and providers keep City
facilities and the surrounding areas used or affected by the crowds attending the Special Event in a
clean and sanitary condition during and after an event. The cost of cleanup services and repair of
facility damage within the event site, including the road closure area as specified in the Special Event
Pewit, is the responsibility of the Event Organizer/Producer. Non-compliance may result in the
event being shut down, forfeiture of the security deposit, additional fees charged, and/or forfeiture
of participation in future events on City property.
Opa-locka Parks & Recreation Department personnel and the Event Organizer/Producer will
conduct a site inspection prior to an event. Any areas of concern or damage will be noted with
both parties signing the inspection sheet. At an agreed upon time, a closing site inspection will be
conducted by Parks & Recreation Department personnel and the Event Organizer/Producer to
identify any issues, concerns or damages, and to ensure the site is left in satisfactory condition.
Event Name:
Event Date:
Inspection Date:
Pre -Event Inspection
Site Inspection Conducted by Parks & Recreation Department Personnel and the Event
Organizer/Producer
1 No Visible Signs of Damage to the Grass, Trees, or Grounds
J Facilities Clear of all Equipment, Swept, and Trash Cans Emptied
J Irrigation and Electrical Systems are Operational
Equipment at the Facilities Operating Properly
Document Existing Areas of Concern or Damage:
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Pre -Event Agreement — Site Inspection and Event Cleanup
I have read and understand the Special Event Site Inspection and Event Cleanup Agreement
required for hosting an event in the City of Opa-locka. I agree to follow the Special Events Policy,
to ensure any providers or vendors used also understand and follow these standards, and agree to
leave the facilities in the condition required.
Signature — Event Organizer/Producer Date
Signature — Parks & Recreation Date
Special Event
Policy & Procedures
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Appendix V — Special Event Sits Inspection and Cleanup — Post -Event
Post -Event Inspection
Site Inspection Conducted by Parks & Recreation Department
Personnel andthe Event Organizer/Producer
No Visible Signs of Damage to the Grass, Trees, or Grounds
Facilities Clear of all Equipment, Swept, and Trash Cans Emptied
Document Areas of Concern or Existing Damage
Irrigation and Electrical Systems are Operational with No Damage Resulting from
Event
Equipment at Facilities is Replaced and Orderly
Document Areas of Concern or Damage Along with Remediation Plans
All Vendors and Trash are Removed from the Site
Areas Where Food was Prepared and Served Have Been Pressure Washed
Portable Toilets Removed from Site Without Incident
Facilities Equipment Inventory
Trash Cans
Barricades
Traffic Cones
Signs
Approval is granted for you to provide your own cleanup services. It is your responsibility to
ensure vendors and providers keep City facilities, and the surrounding areas used or affected by
the crowds attending the Special Event, in a clean and sanitary condition during and after an event.
The cost of cleanup services is the responsibility of the Event Organizer/Producer.
The area where food has been cooked, and any other areas deemed necessary by Parks &
Recreation Department personnel, must be cleaned/pressure washed after the event. A cleanup
inspection of the site, to include all rented facilities, landscape, hardscape, storm drains, streets,
pavers, and grass, will be conducted by Parks & Recreation Department personnel within forty-
eight (48) hours of the event.
Failure to follow this policy could result in forfeiture of the security deposit, additional fees charged for
cleaning/pressure washing, and forfeiture of participation in future events on City property.
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Policy & Procedures
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Areas of Concern or Damage:
To be Completed Within Forty -Eight Hours of Completion of Event
The City of Opa-locka and the Event Organizer/Producer agree to the post -event inspection results
and any necessary remediation plans as noted in this report.
Signature — Event Organizer/Producer Date
Signature — Parks & Recreation Date
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