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Event Information

EVENT INFORMATION
Official event name:*
Please note that this is how the City will refer to your event on informational and promotional materials.
WELCOME
If this is your first event in Mount Dora, we are glad to have you. If you have had events here before, welcome back! Permit applications must be completed and submitted at least 120 days prior to the first day of the event. Applications received after this deadline are subject to denial, unless the applicant includes a written explanation demonstrating that compliance with the deadline was impractical or impossible. Please note that the information you provide becomes public information. For more details, please visit MountDoraSpecialEvents.com.
The City reserves the right to, at its discretion, refuse event names that may create confusion or be misleading to the public.
Please provide a general description of your event for our Calendar of Events Listings:*
Please note that you are responsible for providing updated information if details change. The City reserves the right to make non-material edits to event details, within reason, to accommodate limited space requirements on informational and promotional materials.
Describe the planned activities, performances, retail components, experiences, etc. of your event:*
Describe how your event would benefit nearby businesses, residents, and the community at large:*
Describe how any negative impacts to nearby businesses and residents, including during setup and teardown times, would be addressed:*
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Event Location

EVENT LOCATION
Addresses or intersections:*
EVENT SCHEDULE
Desired date(s):*
Please note that dates will not be listed on our Calendar of Events Listings until they are confirmed by the Cultural and Special Events Coordinator.
Desired start time(s):*
Desired end time(s):*
Alternate date(s):
Alternate start time(s):
Alternate end time(s):
Estimated number of attendees:*
Remember to be as accurate in your reporting as possible. Inflated attendance numbers may result in higher liability coverage requirements.
Estimated time that each attendee will be at the event:*
Estimated number of staff:*
EVENT SETUP DETAILS
Setup date(s):*
Setup start time(s):*
Setup end time(s):*
EVENT TEARDOWN DETAILS
Teardown date(s):*
Teardown start time(s):*
Teardown end time(s):*
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Applicant Information

Event Elements

EVENT ELEMENTS
Please select a minimum of one or more of the following elements:*
1. Civic – Relates to the City, the people who live there, or citizenship.
2. Cultural – The beliefs, customs, arts, etc. of a particular society, group, place, or time that are included in the event.
3. Educational – The knowledge, skill, and/or understanding that someone may receive or provide from attending the event.
4. Entertainment – Enjoyment or pleasure that comes from watching a performer, playing a game, etc.
5. Recreational – Something people will attend or participate in to relax, exercise, or find pleasure in through competition or leisure.
Describe how your event relates to the element(s) checked above:*
ADDITIONAL CRITERIA
Please state any cross-promotions or collaborations with local businesses to encourage sales or visibility:*
Please state anticipated regional, national, or international attendance and any features or entertainment that create interest on a regional, national, or international scale:*
Will Mount Dora be promoted in the special event marketing?*
1. Yes
2. No
If yes, please explain in further detail:
Please state how the community benefits from the event from a civic or cultural perspective:*
Does your event require a paid fee for participants and/or spectators?*
1. Yes
2. No
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Equipment and Vendors

Signage

Site Plan

SITE PLAN
A site plan is required for the overall event layout as well as any route maps for moving events such as races, etc. As a general rule, site plans must include: surrounding street names, stages, speakers, fencing/barriers, bleachers, canopies/tests, cooking areas, generators, vehicles, beer gardens (separate map required), number and dimension of entrances/exits, start and finish lines, routes with directional arrows, tables, chairs, TVs, temporary restrooms, etc. Please provide details about your site on the following pages, and attach your site plan and associated documentation at the end of the application.
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Parking

PARKING PLAN
Please submit an illustrated map and/or provide a written description below to indicate where the event parking will occur for attendees, staff, volunteers, and vendors. State anticipated parking needs and spaces being provided. This may include on-site parking, off-site parking, shuttles, ride providers, valet, etc. Adequate parking must be available to demonstrate that parking or traffic impacts to adjacent areas are minimized. Any proposed off-site parking on private property requires a written approval from the property owner. If valet is proposed using public property, please contact the Cultural and Special Events Coordinator for more details.
The event will include the following (check all that apply):
1. City parking lot
1. City parking garage
1. On-street parking
1. On-site parking
1. Off-site parking
1. Shuttle service from off-site parking areas (attach shuttle plan at end of application)
Shuttle company:
Contact person:
Provide a written description for the parking spaces being provided via shuttle to ensure adequate parking for the attendees:
1. Valet service (provide a valet parking plan from the valet company)
Valet company:
Contact person:
1. Ride provider
Ride provider company:
Ride provider contact person:
Description of parking plan:*
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Streets, Sidewalks, and Barricades

Entertainment

ENTERTAINMENT - AMPLIFICATION/SOUND PLAN
A designated person should be on site throughout the event to monitor sound and volume levels at the event. Noise complaints may result in calls for service from the Mount Dora Police Department.
Will there be entertainment?*
1. Yes
2. No
Check all that apply and provide estimated quantities:
1. Live artist
Quantity:
1. Live band/musicians
Quantity:
1. Pre-recorded music
Quantity:
1. DJ
Quantity:
1. Dancers
Quantity:
1. Speaker/announcer
Quantity:
1. Other performer
Quantity:
Please list the names of any entertainers or performers as known at this time:
Designated person responsible for monitoring sound: *
Company name:
Phone:
Please state the time and type of outside sound and include any sound check times if applicable:
Please state the plan for sound monitoring, containment, and mitigation:*
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Safety and Cleanup

Insurance

INSURANCE
Event activities must be covered by insurance that protects the event sponsor/Applicant and the City of Mount Dora. Various types and levels of liability insurance are required depending on the size and scope of the event. The required coverage and limits will be at the discretion of Risk Management. It is recommended to contact the Cultural and Special Events Coordinator to receive a determination on coverage and amounts before purchasing insurance coverage. The following is a general guideline of the minimum limits that will be required: Commercial General Liability Insurance coverage ($1,000,000) is required for all events, with Products-Completed Operations Aggregate ($1,000,000 to $2,000,000) depending on the size of the event. Liquor Liability Insurance of $1,000,000 per occurrence/$2,000,000 aggregate depending upon the event is required for any event where liquor is being served. Insurance must endorse the City of Mount Dora as an Additional Insured or Certificate Holder, as appropriate. A separate insurance addendum with additional insurance requirements may be added to this application and become part of this contract.
I have included a copy of the insurance certificate showing appropriate limits and coverages as required and naming the City of Mount Dora as Additional Insured or Certificate Holder.*
1. Yes
2. No
I have an athletic or participatory event and have submitted a copy of the participant waiver that includes waiving liability against the City of Mount Dora and holding the City of Mount Dora harmless.*
1. Yes
2. No
3. N/A
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Attachments

DOCUMENTS
A detailed site plan of your event setup is required and must be uploaded with this application. An event schedule noting estimated times for loading, unloading, deliveries, staging of equipment, on-site event staff with oversight responsibility, and various event activities is also required. If applicable, please upload race route, signage plan, and other necessary documents. Examples: • Insurance • Parking map • Traffic control plan (TCP) or maintenance of traffic (MOT) plan (required for street closures) • Barricade plan • Race route • H.O.A. approval letter • Security company licenses Only files ending in DWF, PDF, DOC, DOCX, XLS, XLSX, WPS, TIFF, TTF, JPG, or ZIP will be accepted.
File 1*
File 6
File 2
File 7
File 3
File 8
File 4
File 9
File 5
File 10
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Acknowledgments

PROMOTIONAL AGREEMENT
Effective event/program promotion is a joint effort, with the event/program organizer and the City having clear and distinct roles. This agreement is designed to clarify these roles and facilitate streamlined and appropriate promotion.
It is the role of the event/program organizer to:
• Ensure that details and websites provided to the City for inclusion in Calendars of Events Listings are accurate and up to date. • Visit the City’s online calendar and complete a “Submit an Event” form to request that your event be added. • Develop event/program-specific promotional materials, including but not limited to websites and webpages; social media accounts, events, and posts; flyers; and press releases. • Provide these promotional materials to the press for media coverage. • Secure express written permission from the City Manager in order to use an unaltered and unedited City logo on any promotional materials. • Release such promotional materials to the public only after an event permit has been approved by the City and/or facility rental reservation deposit has been received (if applicable). • Work with City staff if interested in promoting an event/program through an overhead street banner or 1-6 informational kiosks across the City. Kiosk flyers (10 copies printed) are due by the 20th of the month to be posted the following month, and will not be posted more than 60 days prior to an event. Kiosk space is limited, and City staff reserve the right to select the most appropriate kiosk location(s) for a given event/program. • Record photo, video, and audio of the event/program for miscellaneous promotional purposes.
It is the role of the City, if in the City’s best interest, to:
• Develop online and printed Calendars of Events Listings that include basic information (official names, confirmed dates and locations, etc.) on multiple upcoming events/programs.* • Add details, provided by the event/program organizer in a permit application or otherwise, to online and printed Calendars of Events Listings.* • Add links to 3rd party websites, provided by the event/program organizer in a permit application or otherwise, to online and printed Calendars of Events Listings.* • Provide an opportunity for the promotion of events/programs through an overhead street banner or informational City kiosk. • Provide public notice of road closures and detours. • Record photo, video, and audio of the event/program for miscellaneous promotional purposes.
*Submission of information does not in any way guarantee a specific type or amount of coverage or inclusion on any City media outlet. Non-material edits to event/program details may be made by City staff within reason to accommodate limited space requirements. City webpages, social media accounts, and staff resources may not be used for the dedicated promotion of individual non-City events/programs.
Failure to abide by these roles may result in promotional content being removed from the City’s website and/or a legally binding “cease and desist” notice being sent to the event/program organizer.
Acknowledgment: I have read and understand the Promotional Agreement terms and conditions. My electronic signature below constitutes my acceptance of and agreement to abide by all terms and conditions set forth herein:
Event/Program/Organization Representing: *
Electronic Signature:*
Date:*
APPLICANT ACKNOWLEDGEMENT*
Applicant hereby certifies that the information provided in this application is true, accurate, and complete.
1. Yes
INDEMNIFICATION*
The Applicant hereby agrees to defend, indemnify, and hold harmless the City, its officers, officials, representatives, agents, employees, and volunteers from and against all allegations, demands, proceedings, suits, actions, claims, damages, losses, and expenses, including but not limited to, attorney fees, court costs, the cost of appellate proceedings, and all claim adjusting and handling expenses, arising from or related to any acts or omissions related to the special event.
1. Yes
INSPECTION*
The Applicant hereby authorizes a City representative to inspect the special event, at any time, including during setup.
1. Yes
AUTHORITY*
If the Applicant is an entity, the signatory below certifies that he/she is an authorized agent of the Applicant with authority to legally bind the Applicant and agree to the conditions of this Permit. The Applicant may be required to provide written proof if requested.
1. Yes
FEES*
The Applicant, or signatory if Applicant is an entity, hereby acknowledges that he/she is personally responsible for application fees and all actual costs incurred by the City as a result of the Special Event.
1. Yes
TAXES*
The Applicant, or signatory if Applicant is an entity, hereby acknowledges that he/she is personally responsible for submitting, and for having all vendors submit, a DR-15 form prior to the event for reporting sales tax collected. The Florida Department of Revenue, Leesburg Taxpayer Service Center (352-315-4470, option 3) must be notified in order to obtain the appropriate forms.
1. Yes
Electronic Signature of Applicant (must be the same person listed on application):*
Date:*
Title of Applicant:*

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Special Event Permit Application

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Event Information

Event Location

Applicant Information

Event Elements

Equipment and Vendors

Signage

Site Plan

Parking

Streets, Sidewalks, and Barricades

Entertainment

Safety and Cleanup

Insurance

Attachments

Acknowledgments

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