Forms to complete to submit your application, including the Special Event Information Form, Special Event Permit Application, and Special Event Permit Indemnification & Hold Harmless Agreement may be found here.
When is a Special Event Permit required?
A Special Event Permit is required for all special events, with the exception of the following: (1) special events or activities occurring within, or on the grounds of, a private residence or on the common areas of a multifamily residential development; and (2) any organized activities conducted at sites or facilities typically intended and used for such activities. Examples of such exempt activities include, but are not limited to, sporting events such as golf, soccer, softball, and baseball tournaments conducted on courses or fields intended and used for such activities, wedding services conducted at reception halls, or similar facilities.
If a Special Event Permit is required, you will need to complete a Special Event Permit Application. In order to ensure compliance with the City’s regulations, all events sponsored or by the City of Alachua require the completion of the Special Event Permit Application.
What is the Application Process for obtaining a Special Event Permit?
The person or organization requesting an event subject to the Special Event Permit policy will be required to adhere to the following procedure:
- The individual or organization must meet with the City of Alachua Planning & Community Development Department staff to determine whether the proposed special event is consistent with the Comprehensive Plan and Land Development Regulations (LDRs), along with any other applicable regulations;
- If the special event is subject to the Special Event Permit policy, the individual or organization must complete and submit a Special Event Permit Application. In order to provide for adequate review time, the application must be received a minimum of thirty (30) calendar days prior to the date of the event. If there is any State or County permitting/licensing requirements, you must submit a copy of the applicable State or County permit(s)/license(s) with your application.
- If law enforcement services are requested by the individual or organization, or if required by the City, the individual or organization must contact Alachua Police Department (APD) to establish and provide for services as authorized by the APD Extra Duty Policy. If law enforcement services are required by the City, all provisions for the services must be completed prior to issuance of the Special Event Permit. The City of Alachua will notify you of any other services that may be required to support your event.
What are the fees associated with a Special Event Permit?
Depending upon the scope of your special event, there may be a number of fees that are applicable to your event. All events require an application fee, as established by the applicable Ordinance or Resolution. Events sponsored in whole or in part by the City are not subject to the application fee. Contact the City of Alachua Planning & Community Development Department to determine the specific application fee for your event.
In addition to the application fee, there may be additional fees assessed by other Departments of the City. If your special event requires law enforcement services, fees will be assessed by Alachua Police Department as established in the APD Extra Duty Policy. If your event is occurring within a right-of-way maintained by the City or if your event requires the use of barricades or any other similar devices, the Public Services Department may assess a fee for any applicable permit(s), services, and/or staff. If your event requires the use of a City park and/or Recreation Department staff, the Recreation Department may assess a fee for the use of facilities and/or to compensate for the provision of staff.
Who should I contact if the Special Event is planned to occur within a public street?
If the street or right-of-way is maintained by the City of Alachua, closures are subject to the approval of the Public Services Department. If the street/right-of-way is a County Road, you must contact Alachua County Public Works Department at 352-374-5245. If the street/right-of-way is a State Road, you must contact Florida Department of Transportation (FDOT) at 352-381-4300.
Who should I contact regarding law enforcement services for security?
You may wish to request the services of City Police for law enforcement and security. If so, you should contact Alachua Police Department (APD) at 386-462-1396 to determine the policies and procedures for services as established in the APD Extra Duty Policy. APD will also advise you of the costs associated with such services.
In certain cases, the City may require security in the form of police presence, and shall be determined at the discretion of the City. These requirements will be based upon the event’s impact on public safety, based upon (but not limited to) the type of event, street closures, traffic direction, and the expected attendance of the event. Personnel limitations may require the event to be scheduled for an alternate date.
Is there any other information that I should know?
The City will review the application and work with all City Departments and the applicant to determine what services are necessitated to support the event. The cost of providing such services will be the responsibility of the applicant. Upon request of the applicant, the City may provide an estimate of the cost for services that will be required.
Concessions and Vending
The City permits the sale of food and beverages as part of a Special Event. All concessionaires and vendors must supply a copy of any applicable permit/license at the time of application submittal.
A special event may be permitted to allow the sale and/or consumption of alcoholic beverages, depending upon the event location and any other applicable regulations. Alcoholic beverages are prohibited if the special event is proposed at a publicly owned park or recreation area, on any public school property, on any municipally owned and operated recreation area, on any public street, thoroughfare, sidewalk, or on any public parking facilities. If the special event is not restricted by these prohibitions, a copy of all applicable licenses must be submitted with your application. Special events where alcoholic beverages will be sold and/or consumed will not receive approval without submittal of all applicable licenses.
If your special event includes the sale and/or consumption of alcoholic beverages, the site plan submitted with your application must show the location where sales and/or consumption will occur. The applicant will be responsible for enforcing any applicable City, County, and State laws governing the sale and consumption of alcoholic beverages. Issuance of a permit by the City of Alachua does not relieve the permit holder of the obligation to comply with all applicable State laws related to alcoholic beverages and, to the extent that any permit is inconsistent with State laws or other lawful regulations, the permit shall be deemed void to the extent it conflicts with such laws or regulations.
The applicant is required to provide an insurance certificate to the City of Alachua, 15100 NW 142nd Terrace, PO Box 9, Alachua, FL 32615, naming the City of Alachua, its elected officials, appointed officers, and employees as an additional insured in an amount not less than $1,000,000 for any single occurrence. All events involving the sale and/or consumption of alcohol must obtain Alcohol Liability Insurance in the amount of $500,000 at a minimum. All food vendors and caterers must provide a copy of their current General Liability Insurance Certificate.
A Special Event Permit will be effective beginning specified in the permit approval, and will remain effective for the period indicated on the permit. If an act of nature causes the cancellation of the event, the City will work with event sponsors to approve a new date as requested. No revisions or adjustments to the final approved permit or related items may be made without prior written notification and approval from the City.
An approved Special Event Permit may be revoked if the applicant supplies false or misleading information, fails to complete the application or to supply required information or documents by the time required, demonstrates an inability to comply with terms or conditions specified in the approval, breaches any provisions of the Special Event Permit or any rules and regulations required by the City, or violates any applicable laws or ordinances in the period preceding the event and/or during the event.
The City may cancel any grant of space to the event sponsor(s) if the use of the property will in any way conflict with federal, state, or local laws, if the event sponsor is found to be not in compliance with the approved Special Event Permit, or if there is a lack of City resources that are required to support the event. ). If an act of nature causes the cancellation of the event, the City will work with event sponsors to approve a new date as requested.
Indemnification & Hold Harmless
All applicants must complete and submit an Indemnification and Hold Harmless Agreement at the time of application submittal.