Planning an Event

Typically, a Special Event Permit is required if you are:

• Inviting the public-at-large to attend (by distributing posters, advertising on social media, etc.).
• Are using a space for something other than which it is typically used (like a street or parking lot).
• If you need exclusive use of a space for an organized activity (like Ft Mellon’s green space without a Frisbee game occurring in the space simultaneously).

1. All Special Event Applications must be received no less than sixty (60) days, and no more than 365 days, prior to your event date along with a non-refundable $100 processing fee, site map and event timeline. If all are not received, the application is considered incomplete and will not be accepted or processed.
2. All applicants must have an address within the city limits of the City of Sanford limits.
3. You may not advertise, or promote your event, until it is approved by the City Commission. The submission of your application does not guarantee your event’s approval.  Advertising or promoting your event prior to City Commission approval may result in your event’s denial. 
4. The applicant shall provide the City of Sanford with an appropriate Certificate of Insurance, as determined by the City’s Risk Management Department. The City reserves the right to change these limits of insurance, but, at a minimum, the City requires $1 million in General Liability Insurance with the City of Sanford named as ‘additionally insured’.
5. Special events shall not discriminate against participants or observers as to race, color, religion, sex, national origin, age, disability, marital status or veteran status.
6. An Individual event, or a combination of overlapping events, requesting simultaneous closure of more than one arterial road downtown, will receive additional staff scrutiny due to the requested event space negatively affecting thoroughfares and accessibility to parking.
7. If the applicant makes a material misrepresentation on the application, the applicant risks immediate cancelation and may not be approved for future events.

The Chief of Police or the Fire Chief may terminate an event if it threatens the peace and dignity of the community, or creates unmanageable problems for public safety.

Process – One Stop Shopping:

• Complete the application and submit a $100 processing fee with a minimum of sixty (60) days prior to the event date. The office of the Special Event Supervisor may reject an application for various reasons including, but not limited to
  1. failure to submit an application within sixty (60) days of the event;
  2. the application is not completed correctly,
  3. the applicant owes outstanding balances with the City of Sanford or money from another event, services provided or damages City property,
  4. if the event will conflict with a previously scheduled planned program or event for the same time and place, or
  5. the applicant does not abide all city ordinances, traffic laws, park and regulation rules, Florida state health laws, fire codes and liquor licensing regulations.
• Following the receipt of a special event application, the Special Event Supervisor will contact the applicant to set up a meeting with the Special Event Review Committee (SERC) meeting. SERC members are appointed by their respective City department directors to provide their professional recommendations and decisions to support your special event. SERC meetings are typically held on the 1^st and 3^rd Tuesday of the month, from 9-11 AM. 
• The Special Events Review Committee (SERC) reviews the application, who will provide requirements and suggestions to the applicant. Each member may consider staffing, equipment, or other assets needed to successfully host the event and the applicant shall be responsible for paying the City of Sanford’s expenses or to contract services. The Special Event Supervisor submits an invoice to the applicant outlining city services, their costs and all other requirements that the applicant must meet to ensure a successful and safe event.
• The event request will be forward to the City Commission for approval. The City Commissioners approve or deny all Special Event Permit request with consideration of:
  1. SERC staff recommendations,
  2. Event Notification responses from the public,
  3. the number of other events already approved during the requested event month, as well as
  4. the applicant’s prior event experience and performance.
• The applicant must submit full payment and all required documents to the Office of the Special Event Supervisor at least ten (10) days prior to the event. The event will be at risk of automatic cancellation if this requirement is not met. If staff agrees to accept payment and/or required documents in less than 10 days prior to the scheduled event, a $100 expedition fee will be applied to the invoice.
• After the event, the applicant shall be billed for any additional expenses that may have accrued. The applicant shall be responsible to promptly pay all additional charges.
• Cancellation/ Termination of Event
  1. The applicant may cancel their event by notifying the City and the City shall cancel as many scheduled services as possible. Some charges may still apply including services scheduled and delivered such as solid waste containers, as well as the loss of rental revenue from the applicants reserved site.
  2. The City of Sanford shall reserve the right to cancel or relocate an event due to conditions including to, but not limited to affecting the public health, safety of the City, misuse or abuse of facilities, non-compliance with the City of Sanford event policies and un-permitted or prohibited events.