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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 as part of the narrative 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.
Please note that this is how the City will refer to your event on informational and promotional materials.
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.
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.
Remember to be as accurate in your reporting as possible. Inflated attendance numbers may result in higher liability coverage requirements.
Please note that this individual will be the sole point of contact for City staff regarding the special event application.
Select all that apply. Show all equipment on your attached site plan and describe in detail in supplemental documents.
Select all that apply.
Select all that apply. If needed, please provide additional sign quantities and sign types in the description box.
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.
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.
Additional personnel fees may be required to ensure public safety during the closure of public streets and certain public parking spaces, alleys, and/or sidewalks.
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.
The Applicant is responsible for providing a safe and secure event. This includes the event venue, event parking areas, and adjacent areas affected by the event. The Mount Dora Police Department will specify how many police officers are required, as well as how many positions may be filled by private security personnel or trained volunteers. This ensures that adequate personnel are present to provide general security, maintain order, contain liquor to licensed premises, protect money, provide medical assistance, etc. Any privately hired security must be licensed in the State of Florida.
The Applicant is responsible for providing a safe and secure event. The Mount Dora Fire Department will specify how many personnel are required, as well as how many standby personnel or fire/emergency medical apparatuses may be necessary.
The Applicant is responsible for providing a clean event and leaving the venue in the same or better condition as before the event took place. The Mount Dora Parks Department will specify how many personnel are required to effectively pick up trash and other debris after the event. Depending on the nature of the event, Parks Department staff, hired personnel, or in-house staff and volunteers may be required.
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.
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.
• 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.
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.
• 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.
• 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.
Applicant hereby certifies that the information provided in this application is true, accurate, and complete.
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.
The Applicant hereby authorizes a City representative to inspect the special event, at any time, including during setup.
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.
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.
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.
This field is not part of the form submission.
* indicates a required field