Special Events

The Special Event Application process gives you, the applicant, and the opportunity to research and consider the specifics of your event by portraying details on a site map, answering activity-related questions and completing the appropriate forms detailing event activities.

The applicant must be an adult (over the age of eighteen) who can verify that he/she is in charge of the Special Event. The hosting organization or group affiliated must be recognized by the IRS or Florida Department of State as a non-profit entity.  The Application must be made by or on behalf of the President or CEO of the city based non-profit organization, which is the sponsor/promoter of the event. The applicant will be responsible for the compliance of the terms and conditions contained within the special event permit.

All special event applications must be completed and received by August 15 of the preceding fiscal year that the event will occur in. Included within this collection of information and applicable forms are the basic minimum requirements for your special event to the City of Gulfport. These requirements are based upon the scope of your planned event and any City assistance you may require.

Your request may be very basic or you may be planning a more intense event, such as an Arts and Crafts Festival, Concert or TV/Movie filming.

This format allows you to convey, to the City of Gulfport, what you would like to do in your event. Review of the information you provide, allows City staff to determine what the combined requirements and resources will be necessary for your event. This review will also provide you with an opportunity to address additional questions or concerns, which City staff may have regarding your event.

The following endorsements are minimum qualifications for organizations submitting a special event application
to the City of Gulfport, Florida:

• The Application must be made by or on behalf of the President or CEO of the city based non-profit organization,
  which is the sponsor/promoter of the event.
• All events receiving City support, as co-sponsorship, must be approved per section 17-30 of the City
  Codes of Ordinances.
• Standardized level of support is to be determined by the City.
• Each Gulfport based non-profit Organization will be entitled to one (1) “free-use” of the Casino Ballroom
  at a $250.00 (operational) event fee.
  • Subsequently, additional event rentals by the organization will be charged a $850.00 per day
    rental fee.
• Returning annual events will receive priority over first time events in selecting dates, facilities and
  determining the availability of city services and staff.
• All events receiving City Co-sponsored support must provide general liability insurance naming the City
  as additionally insured.
• All special event applications must be completed and received by August 15 of the preceding fiscal year that the event will occur in.
• All events/organizations receiving permission for the sale and consumption of alcohol on public property
  must have:
  •  A completed Division of Alcoholic Beverages and Tobacco ABT-6003 application and a
    temporary
  • One/Two/Three Day Permit to sell alcoholic beverages for consumption on premises.
  • Liquor liability in addition to general liability insurance naming the City of Gulfport as additionally insured. A Liquor Liability Endorsement or separate policy is required.
  • A law enforcement/public safety presence as determined by the City Manager and/or the Police Chief or designee; with public safety costs paid by the sponsor/promoter of the event.
• The City must be named as a co-sponsor of the event on all printed and electronic promotional materials.
• The promoter must be capable of meeting all financial obligations incurred by the event.
• The promoter must have demonstrated the ability to organize public events.

All event sponsors and promoters must fully comply with the provisions of the City of Gulfport’s Code   of Ordinances Chapter 26 – CIVIL RIGHTS (City’s Human Rights Ordinance) when they conduct activities in concert with the City. Sponsors/promoters may not unreasonably deny access or participation in the event based on age, race, color, religion, national origin, ancestry, disability, marital status, gender, gender identity or expression, sexual orientation, or physical characteristic. The Sponsor and promoter must acknowledge that it is the intent of the City Council, in enacting Chapter 26 of the City of Gulfport Code of Ordinances, to protect and safeguard the right and opportunity of all persons to be free from all forms of discrimination, including discrimination based on age, race, color, religion, national origin, ancestry, disability, marital status, gender, gender identity or expression, sexual orientation, or physical characteristic.

If your request involves the use of public property or you are requesting City services for your event, City Council approval/action is required. Your request should be very specific; indicating services and or supplies requested.

• All events receiving City support, as co-sponsorship, must be approved per section 17-30 of the City Codes of Ordinances.

You may be required to be present, (to represent your request) at the City Council Meeting, on the evening that your Special Event Application goes before City Council. Failure to appear may result in the denial of your permit application.

Prior to August 15

• Submit completed special event application with the following supporting details completed:
  • calendar placement (Pending Approval)
  • minimum qualifications met
    • certificate of non-profit status
    • applicant & non-profit organization letter of intent w/ signatures
    • financial statement submitted for sponsoring event support
  • Events guide signed and returned
  • public safety plan – police and fire extra duty agreements signed and returned
  • Submit most recent financial statement
  • site plan submitted showing:
    • street closures
    • emergency lanes
    • restricted use of public property
    • vendor setup and breakdown plan
    • vendor parking plan
    • temporary structure plan
    • physical Amenities Plan
    • Vendor and offsite parking plan

45 Days Prior to event (Pending Approval)

Sponsor to Obtain & Provide (if applicable)

• temporary alcohol permit, if applicable
• temporary structure permit, if applicable
• physical amenities vendors for services:
  • portable restroom contract
  • waste management receptacle placement
  • vendor parking plan
  • offsite parking details
  • temporary concession stand permit applications, if applicable

30 Days Prior (Pending Approval)

Provide proof of insurance

• general liability insurance
• liquor liability insurance, if applicable
• all commercial vendors, if applicable

Provide proof of all issued permits, if applicable

   10 Days Prior (Pending Approval)

• all temporary concession stand permit guidelines and pre-inspection checklists completed
• final discussion with all departments regarding event

If a planned Special Event requires approval by any County, State, or Federal Agency or department, other than the City of Gulfport, Florida, those approvals shall be the responsibility of the applicant and no special event permit will be issued until all approvals have been documented.

The Police and Fire Chiefs and/or their designee shall determine both the necessity and level of Police or Fire/EMS staffing which may be required. The applicant may be required to pay for these services as outlined in the Special Duty Agreement for Public Safety. 

A site map must be attached to a Special Event Application. The map must be clearly drawn or illustrated to include all of the following criteria, if applicable to the event:

• Directional indicator denoting north, south, east, west
• Circle, highlight or otherwise denoted full area of event, including parking, pedestrian area, Maintenance of Traffic, emergency lanes, etc.
• Location and dimensions of all physical equipment including portable toilets, staging/entertainment area, booths, tents, temporary structures, vendors, electrical sources, cooking, fireworks, amusements, barricades, refreshments, signs, ticketing, lighting placement, waste receptacles, first aid/lost & found locations, etc.

The applicant will be responsible for the ordering and payment of all portable restrooms/ hand-washing stations. Proof of purchase to the City’s special event contact for the department receiving the application shall be no later than 45 calendar days prior to the event.

Portable restrooms and hand-washing stations are required for special events in open venues without public restroom facilities, or in the event the expected attendance is greater than current recommended capacity for established restrooms.

Portable sanitary facility requirements for temporary outdoor events are addressed in Chapter 64E-10 of the Florida Administrative Code and are enforced by the State of Florida Department of Health. At least one unisex portable restroom and hand-washing station will be required for the disabled. Check with your local Americans with Disabilities (ADA) office for further guidance.

The applicant will be responsible for overseeing delivery, setup and removal of the portable restrooms. Portable restrooms need to be removed from city premises no later than 24 hours after event conclusion. The applicant is also responsible for verification of appropriate disposal. Failure to abide by proper methods of disposal can result in a safety hazard and/or environmental hazard. If a hazardous situation occurs, the applicant is responsible for all clean-up and restoration costs.

All alcohol vendors must possess appropriate licenses and permits and comply with state regulations. In the event that alcohol sales and/or service is permitted on public property, the following specific terms will also apply:

• NO GLASS CONTAINERS will be permitted
• The applicant is responsible for ensuring (via appropriate signage, fencing, barricades, etc.) that alcohol sales, service, and consumption are contained to the approved area(s) as designated on the site map.
• The City Manager, Chief of Police, or designee, may revoke this aspect of the permit and deny the public sale/service of alcoholic beverages at any time during the event if the City Manager, Chief of Police, or designee feels it is in the best interest of public safety.
• Liquor liability in addition to general liability insurance naming the City of Gulfport as additionally insured. A Liquor Liability Endorsement or separate policy is required. 
• A law enforcement/public safety presence as determined by the City Manager and/or the Police Chief or designee; with public safety costs paid by the sponsor/promoter of the event.

 If you have any questions or need assistance in completing a One, Two, Three Day Permit to sell alcoholic beverages for consumption on the reported premises, please contact the Division of Alcoholic Beverages & Tobacco’s (AB&T) local district office.

The City Manager and/or his/her designee must first approve all request(s) for any type of proposed public road closure(s). Permission to close a public road or right-of-way may only be granted by City Council action/approval.

Due to large attendance at some events, off-site parking is recommended. If off-site parking is utilized, exact remote parking locations must be included with your submittal, along with specific routes, method of transportation, vendor parking, disabled parking and hours that will be required to transport passengers to and from the event.

If the staging of vehicles, and/or the utilization of areas outside of the delineated travel/ parking area(s) (beach / park area) for ingress and egress (Includes drop-off / set-up and pick-up) are planned in conjunction with your event, please provide the City with a list containing the number(s) of vehicle(s) and type(s) of vehicle(s) which you foresee entering the beach/park area(s). Conditions may prevent vehicle access to beach/park area. This requires City Manager/City Council approval.

Any food or beverage distribution, whether by sale or donation, shall be in compliance with the Florida Department of Business and  Professional Regulation guidelines for Temporary Food Service Events and shall have appropriate business licenses and insurance. For more information regarding short term food and beverage licensing, please visit www.myfloridalicense.com.

If you would like outside food/beverage/retail sales in conjunction with your event, specific vendor locations must be indicated on your site map.  A vendor list will be required.  Food vendors will need to be licensed by the State of Florida. Cooking locations must be specifically referenced on the site map, along with electrical sources involved. These requests are subject to final review and inspection by the building/fire inspectors.

Temporary Concession Stand Permit Applications must be submitted 10 days prior to the event for all vendors cooking at the event. Please complete the Temporary Concession Stand Permit and submit to the Gulfport Fire Chief’s office.

Stand operators who refuse to comply with these guidelines will be asked to terminate their operation and remove their equipment.

Temporary Structures: Tents and air-supported structures shall comply with the requirements of FPC CH39. All structures must be accessible by fire equipment, structurally stable, and flame resistant. There must be separate tents for cooking and dining. If there are over 100 people in attendance, emergency lighting must be provided by the applicant.

Outdoor Cooking: All fires must comply with section11-10 of the Gulfport Code of Ordinances. Please visit www.municode.com for further information.

Flammable and Combustible Gases: All fuel tanks, fuel lines, and devices shall be approved for the fuel in use. Fuel lines shall be attached in a secure and approved manner and shall be protected against physical damage.

All compressed gas cylinders, including propane or CO2 cylinders used for beverage service shall be secured against falling and protected from physical damage. Cylinders containing flammable gas shall be placed outside of the stand and are not allowed in a tent or under a canopy.

Flammable and combustible liquids shall be stored in approved containers only. All containers and spare fuel shall be placed outside of the stand, shall be secured against falling and protected from physical damage in an approved manner and safety release valves must be pointed away from the tent, canopy of membrane structure.

Electrical: Extension cords (temporary wiring) shall comply with NEC Article 300. Each extension cord shall be plugged directly into an approved receptacle and shall, except for approved multiplying extension cords, serve only one appliance or fixture. Extension cords shall be in good condition without splices, deterioration, or damage. Extension cords shall be of grounded type when servicing grounded appliances or fixtures.

All electrical equipment, wiring, connections, and devices shall be installed and operated in conformance with the city electrical code and recognized good practice. Extension cords shall be rated to handle the electrical current demand of the appliances they serve. Additionally, electrical wiring shall not present a trip hazard or obstruction to a walkway during the event. Electrical wiring shall be protected against damage from foot and vehicle traffic in an approved manner. Protection methods shall prevent physical damage and shall allow electrical wiring to dissipate heat. The placement of rugs, tape and other similar items are not approved for this use.

Electrical connections shall consist of only approved main disconnect panels, complete with circuit breakers and a limited number of receptacles available from the City. Ground fault protection shall be provided to supply temporary power to equipment being used by personnel. Generators shall be a minimum of 20 feet from tents, canopies, or temporary membrane structures and shall be isolated from contact with the public by approved means.

Canopy is a temporary structure, enclosure or shelter constructed of fabric or pliable materials supported by any manner, except by air or the contents it protects, and is open without side walls or drops on 75 percent or more of the perimeter.

Combustible Decorative Materials are combustible materials used for decorative effects such as curtains; draperies; streamers; surface coverings applied over building interior finishes for decorative, acoustical or other effect; cloth; cotton batting; paper; plastics; vegetation; hay; split bamboo; straw; vines; leaves; trees; moss; and similar materials used for decorative effect. Combustible decorative materials do not include floor coverings, ordinary window shades, interior finish materials used as surface coverings (for regulations of such materials, see UBC Chapter 8) and materials 1/28 inch (0.9 mm)or less in thickness applied directly to a noncombustible backing.

Flame Retardant is an approved chemical, chemical compound or mixture which, when applied in an approved manner to any fabric or other material, will render such fabric or material incapable of supporting combustion.

Flame Resistant Material is material that has been modified in its chemical composition by impregnation, coating or has inherent composition that makes the material resistant to ignition and combustion when exposed to a small ignition source. Stands shall be structurally sound and constructed of fire resistant material or material treated with an approved fire retardant.

A label or certificate of flame-retardant treatment is to be provided for each structure being permitted. If a label, similar to the one shown, is not permanently adhered, then a certificate is required. This certificate shall include:

• Identification of tent, canopy or temporary membrane structure, size and fabric type
• Date the fabric was last treated with a flame retardant solution
• Trade name and type of solution utilized in the flame retardant treatment
• Name of persons and firm treating the material.
• Make and manufacturer of the tent, canopy or temporary membrane structure. Table cloths are not required to be flame resistive.

Temporary Membrane Structure is an air-inflated, air-supported, cable, or frame-covered structure as defined by the Building Code, which is erected for less than 180 days and not otherwise defined as a tent, canopy or awning. See Uniform Building Code, Appendix Chapter 31.

Tent is a temporary structure, enclosure or shelter constructed of fabric or pliable material supported by any manner except by air or the contents it protects.

Low Hazard Stands are stands which do not use electricity or heat producing equipment.

Medium Hazard Stands are stands which use equipment powered by electricity, flammable gases, or flammable or combustible liquids. Cooking, except for deep fat frying and similar operations, is permitted.

High Hazard Stands are stands where deep fat frying and similar operations are conducted.

Charcoal: Charcoal cooking must be done in an approved outdoor grill (Metal). Responsible party must follow manufacturer’s safety procedures and adhere to any warnings when using grilling equipment. Approved metal containers shall be provided for the disposal of coals and ashes.

Propane: Listed outside cooking appliances shall be installed in accordance with their listing and the manufacturer’s instructions.  Unlisted units shall be installed outdoors with clearances to combustible material of not less than 36 inches at the sides and back and not less than 48 inches at the front. Total propane cookware must be inspected prior to approval. Dry power extinguisher (2A10BC) must be readily available at all times.

Temporary Structures: Temporary membrane structures, tents and canopies shall not be located within 20 feet of property lines, buildings, temporary membrane structures, other tents and canopies, parked vehicles or internal combustion engines. For the purpose of determining required distances, support ropes and guide wires shall be considered as part of the temporary membrane structure, tent or canopy. In lieu of minimum separation, temporary membrane structures may be counted as one unit.

Fire Lanes: Fire lanes shall be maintained to a minimum unobstructed width of 20 feet. Posts, fences, vehicles, trash, storage and other materials shall not be placed or kept near fire hydrants and fire department connections. A minimum of 3 feet of clearance shall be maintained around the circumference of all hydrants.

Fire Extinguishers: Portable fire extinguishers shall be installed where readily visible and accessible at all times. ALL Portable fire extinguishers shall bear a tag indicating that they have been serviced within the last 12 months.

Fire extinguishers (approved and certified with tag) must be a min. 5# 2A10BC for all vendors cooking; Vendors utilizing any type of “frying” and deep fat fryers shall also have a Type “K” extinguisher 40BC (certified and tagged). Heat producing appliances shall not sit on combustible surface(s) (tables, saw horses, etc.)

All medium hazard stands shall have at least one portable fire extinguisher having a minimum rating of 2A:10B:C.

All high hazard stands shall have at least one portable fire extinguisher having a minimum rating of 2A:10B:C and at least one 2 ½ gallon Class K extinguisher portable fire extinguisher.

These approvals will need to be approved by the Gulfport Fire Inspector. If you have any questions concerning the temporary concession stand guidelines, please contact the Gulfport Fire Department at 727-893-1062.

 **PLEASE NOTE**: CITY OFFICIAL(S) MAY REVOKE ANY/ALL COOKING/FIRE PERMIT(S) WHEN CONDITIONS BECOME A PUBLIC NUISANCE DUE TO, BUT NOT LIMITED TO, SMOKE, FUMES OR ADDITIONAL FIRE HAZARDS, INCLUDING A “BURN BAN” ISSUED BY THE FLORIDA DIVISION OF FORESTRY.

Duration of Permit: Permit(s) shall be valid only for the approved date; the City Manager or City Council shall address any changes to the original approved permit (rain dates, cancellation(s), and postponement of event) upon the request of the event organizer. Any changes to the original permit must be re-approved by the City Manager and/or City Council.

Insurance: Based upon details of the event, insurance requirements shall be determined by the City of Gulfport and may change from the below stated requirements. You will be notified of any change in these requirements. A certificate of insurance naming the City of Gulfport, Florida as additionally insured in the amount of $1,000,000.00 (a minimum) is required 30 days prior to the event. Liquor liability in addition to general liability insurance naming the City of Gulfport as additionally insured is required for events that have alcohol present. A Liquor Liability Endorsement or separate policy is required.

Signage: If you are requesting the placement of signs and/or banner (banners must meet City specifications) on public property in conjunction with your event, you need to specify the exact size, locations and wording of the graphics involved. This request also requires completion of additional documents; see below:

All temporary signs shall be located a minimum of ten (10) feet from any roadway, and three (3) feet from any public sidewalk away from the adjacent roadway and at the expense of the applicant. Signs on City Property for the event are allowed only on the day of the event. All signs must be removed immediately after event.