Apply for a Special Event Permit

Step 1.Create a site map

Applicant must provide with the application a legible site plan or map. Hand-drawn maps will not be accepted. Applications submitted without a site plan will be rejected and returned to the applicant. You can use one of our blank template maps included on this page. If you have an event space that is not listed, many applicants use a screenshot of a satellite photo of the proposed event location with an overlay of the layout of the event via programs like Microsoft Word, Canva or Adobe Suite. Please attach a clear and legible site plan or map with the following indicated:

• North, indicated by a directional symbol or arrow.
• An outline of the entire event venue, including the names of all streets or areas that are part of the venue and surrounding area. If the event involves a moving route of any kind, indicate the direction of travel and any and all road closures.
• The location and dimensions of any and all physical equipment being placed, including, but not limited to: stages, merchandise vendors, food concessions, food trucks, sponsors, tents, signs, barricades, portable restrooms, vehicles, picnic areas, firework shoot site, etc.
• Indicate 10’ wide fire lane clearances in all areas. Areas in front of fire hydrants must remain accessible and free of any obstacles.
• Entrances and exits in areas that are fenced.
• Location of temporary alcohol sales where both sales and consumption occur, plus the type of fencing to be used.
• Any other details you think are helpful in describing the physical description of your event. 

Events that require road closures require an official maintenance of traffic (MOT). An official MOT is required for all road closure events. MOT’s must be approved by traffic engineering and police. MOT should be submitted with a completed checklist, if not earlier.

Step 2.Create a parking map

Each applicant should arrange for adequate parking for the event and should have a parking and traffic plan that addresses traffic control, safety and security for the proposed event. For more information about where parking can be found, visit our parking division page. Parking plans should account for:

• vendor parking
• handicap parking
• shuttle routes and times
• shuttle drop off/pick up
• ride share drop off and pick up

Step 3.Create a performance/activity schedule and run of show

Create a schedule with the date and times for event set up, any scheduled activities and entertainment and event take down.

Step 4.Create a list of merchandise vendors and food trucks

Create a list of merchandise vendors and food trucks that will be at your event.

Step 5.Get a Certificate of Insurance (COI)

If your event has more than 50 persons, vehicles, or if it will include a high-risk activity as determined by the City’s Risk Management Department, General Liability insurance coverage in the amount of $1,000,000 per Occurrence naming the City of Clearwater as additionally insured will be required in the name of the organizer/applicant. 

The certificate of insurance must have: 

• the date of the event(s) including set dates and take down days.
• Certificate holder must be the city of Clearwater.
• Name on COI must match the organization/individual on the event application.

Additional insurance may be required, included, but not limited to:

• If automobiles will be used in your event for any purpose, your certificate of insurance must also include Automobile Liability, with a $1,000,000 combined single limit, and the city as an additional insured.
• If liquor will be sold or distributed by yourself or vendors, proof of liquor liability coverage with $1,000,000 in coverage must be provided. Liquor licenses must also be sent to our office.
• Proof of insurance must also be provided for any special vehicles and equipment such as boats, planes and drones.
• Security firms working with your event must contact our Police Department for coordination of security and also provide proof of insurance.
• The certificate of insurance must be submitted no later than 30 days before the event to the Special Events Division and the Risk Management Department. 

Step 6.Get a Clearwater Business Tax Receipt (BTR)

If your event is charging admission or including vendors, you must obtain a BTR from the City of Clearwater. Your event's business tax receipt will be printed with the specific dates that the event is occurring and expires after the event is over. In your "description of business on your business tax receipt application, the following information is required:

• the special event permit number
• dates of the event
• how many vendors will be there
• physical address of the event

Apply for a Clearwater Business Tax Receipt

Step 7.Gather your tax-exemption materials (if applicable)

All organizations eligible to receive tax exemption must submit a digital copy of the Florida State Exemption Certificate. The applicant’s name and address must match the name and address on the Florida State Exemption Certificate. '

Step 8.Submit your special event application

A non-refundable application fee is required to submit a Special Event Application, once payment is received, the event coordination and permit process will begin. In the event of damages, the applicant will be responsible for all costs associated with damages to park facilities, equipment, furnishings, grounds and right-of-way’s, including but not limited to labor, materials and equipment required to complete repairs.

This application takes 45 minutes to an hour to complete and is unable to be saved. Before you continue, please make sure you have all the documents prepared ahead of time.

Submit Special Event Application

Step 1.Apply to Hire Clearwater Police Extra-Duty Officers

Clearwater Police Department will determine if and how many extra duty officers are needed based on a number of planning variables including: the estimated number of attendees; the availability of alcoholic beverages; event location; weather conditions; time of day during which the special event is conducted; the need for street closures or rerouting of vehicular or pedestrian traffic; and history of particular event.

Events requiring road closures or involving alcohol are required to hire extra duty officers for the safety of the attendees. If extra duty officers are required, the applicant must complete the Clearwater Police Extra Duty application.

For questions regarding the application or the extra duty process, contact the Clearwater Police Extra Duty Coordinator at (727) 444-7243 for further assistance.

The regular rate is charged for any job request received eight days or more before the job date. The premium rate is charged for any job request received seven days or less before the job date and for those jobs as described in Section I(C) above and Section VIII below.

The Permit Application will reflect the minimum hours charged. The above rate schedule is subject to change. The Establishment/Applicant will be notified of such changes as soon as possible before the increase.

Step 2.Hire Emergency Medical Services

Clearwater Fire and Rescue will determine if and how many paramedics will be required to be hired for the proposed event. Clearwater Fire & Rescue will make the determination based on a number of planning variables including: the estimated number of attendees; the availability of alcoholic beverages; event location; weather conditions; time of day during which the special event is conducted; the need for street closures or rerouting of vehicular or pedestrian traffic; and history of particular event.

Labor Rates (as of June 2019)

Sunstar: Sunstar standby rate is $152.06 an hour with a (3) three-hour minimum.

Step 3.Work with Clearwater Fire Prevention

The city of Clearwater Fire Marshal requires an assembly permit for all temporary events or activities where there is a gathering of 50 persons or more. The event description should be submitted for review with dates and times along with a site or building floor plan of the event, including details of the area or streets to be utilized for the event shall be shown. A permit application submitted for review must include the permit fee and a return envelope. The copy of the receipt or approved permit application shall be posted in a conspicuous location adjacent to the main entrance.

Events that may require fire marshal presence:

• Event that has closed street or limited access
• more than 500 people.
• Pyrotechnics, fireworks, smoke effects etc.: The use of pyrotechnics of any type requires a special permit from the Fire Marshal’s Office.

  Applicants shall be qualified and licensed in the use and handling of pyrotechnic devices. A separate fireworks application is required from the Fire Marshal’s office.

• Inspector fees is $57.88 per hour with a four-hour minimum per inspector.

This list is subject to change and the Fire Marshal has the right to require an inspector on sight if deemed necessary for safety.

Step 4.Create a Waste Management & Recycling Plan

Dumpster rentals are required for most Special Event programs. Size and cost will be coordinated during the permitting process. The applicant is responsible for cleaning the rental area, disposing of waste/trash, and returning the area to a condition similar to that before use. Litter shall be picked up before, during and after an event. It is the responsibility of the event planner to ensure that there are a sufficient number of trash cans located throughout the event grounds and that they are emptied during the event in order to prevent overflow. If it is determined that the event space was not left if the same condition as started, there will be a $200 Fee Assessed + $50/hour for any cleanups that last longer than two hours.

In addition, this department has trash boxes and liners that can be purchased and dumpsters and recycling containers available for rent. You will work with your event liaison to arrange for these items. In an effort to become a more sustainable City, we encourage event planners to incorporate recycling at their events. Go above and beyond and plan a sustainable event by following the complete Clearwater's Sustainability Event Guide from the city’s Sustainability division

Step 5.Create an Official Maintenance of Traffic

Events that require road closures require an official maintenance of traffic (MOT). An official MOT is required for all road closure events. MOT’s must be approved by traffic engineering and police. MOT should be submitted with completed checklist, if not earlier. MOT should:

• Show detours.
• Provide facilities and routes for access to residences, businesses, etc., along the event site.
• Display and maintain traffic control and safety during event.
• Provide any other special requirements for safe and expeditious movement of traffic.

If you have questions about how to create an MOT, call the Traffic Engineering Division at (727) 562-4750.

Download the Maintenance of Traffic Form(DOC, 33KB)

Step 6.Get a State of Florida Temporary Alcohol Permit ^{(if applicable)}

If you have been approved to serve alcohol at your event, you will need a temporary alcohol permit from the State of Florida. This license allows non-profit civic organizations to sell alcoholic beverages for consumption on premises for a period not to exceed 3 days for a single event. Organizations can pull up to 12 permits per calendar year. The cost of the permit is $25.

Get a Temporary Alcohol Permit from the State of Florida