Appendix_B_Booking_Policy.pdf

PIER EVENTS

INTERNAL EVENT BOOKING

SOP

TABLE OF CONTENTS

Venue Management Software

Priority Events

Event Inquiries

The Event Booking Process

Submission of Event Overview Form

Submission of Event Permit Application

City Co-Sponsorship Committee

Preparing the Cost Estimate Letter

Signed Cost Estimate Letter, Payment, & Use Agreement

Invoicing

Marketing and PR

Required Documents

Deposit Refund

Post Event

EXHIBIT A: Event Permit Application

EXHIBIT B: CITY OF ST PETERSBURG CO SPONSORSHIP APPLICATION

EXHIBIT C: Cost Estimate Letter

EXHIBIT D: Use Agreement

EXHIBIT E: Spa Beach Park Template

EXHIBIT F: Marketing Event Brief

EXHIBIT G: Internal Process Chart

EXHIBIT H: Programmable Spaces Map

Venue Management Software The St. Pete Pier event operations and venue management shall utilize a planning software program to manage space availability and conflicts. Team members shall be added to the planning software based on the number of licenses allowed, which may include the below:

- Pier Events representative(s) as Event Manager

- City of St. Petersburg representative(s)

- Other vendors such as Parking, Maintenance, Security, etc.

St Pete Pier’s planning software may be accessed via web browser at https://app.perfectvenue.com/

Username and password will be provided to team members.

Priority Events Events produced by the following shall have priority use of the St. Pete Pier, listed in order of priority:

1. City of St. Petersburg initiated event(s)

2. Self-produced events by Pier Events, LLC

3. Tenant Produced Events

Events from those listed above may place a “hold” on any date, time, and location on the St. Pete Pier for up to 24 months from the proposed event date. Priority Events must be confirmed within 60 days of scheduled event date, otherwise that hold will be released. Once the potential priority event date has been submitted, the Event Manager will do a conflict check and let parties know of any conflicts or existing events on the proposed date. If there is a conflict with the event date submitted, priority Events will have first right of such date.

Additionally, annual repeating events shall have the first right of refusal to “hold” the date for the next year’s event as long as a full Event Permit Application, (EXHIBIT A) is received within 60 days after the current year’s event. The date will be made available to other events should an application not be received within this time.

Event Inquiries All event inquiries shall receive a response within 48 hours.

Events can only be initiated utilizing the Event Overview form located on the St Pete Pier’s website within the EVENTS page and clicking “Fill out This Form”. All potential users (except for City or self-produced events) must use this form as it will enter their date into the planning software system. Once received, their event will then be processed accordingly.

The Event Booking Process All events booked on the Pier shall follow the process outlined below and reflected in the Pier Events Process Chart (EXHIBIT G)

Submission of Event Overview Form Once an event overview form is received, Event Manager must do the following:

1. Acknowledge receipt of Event Overview Form within 48 hours (if not automated). All emails and notifications must be done within planning software system.

2. Check for any event conflicts using planning software’s calendar within 5 business days of receiving application and confirming there are no additional City event conflicts by checking the City Event Calendar:

a. City calendar link: https://teamup.com/ksettstceaovusn5d6

i. Password - STPETE2023

b. Should any questions arise or any conflicts that may be questionable, Event Manager shall further qualify the event by “tasking” the event to Events Manager, Property Manager, or City Official for further review. Should planning software not be available, the Event Manager will manually review the internal Pier Calendar as well as the City Calendar, as set forth above for any potential conflicts.

c. Should a phone call to the user be necessary, Event Manager MUST record notes of the call within the planning software.

3. Once all conflicts have been cleared, Event Manager shall send a full Event Permit Application (Exhibit A) to the User along with the appropriate fee amount.

a. Application must be filled completely, and payment must be received in order to “hold” a date, time, and location for the event.

b. Priority will be given on a first come first served basis, meaning those who complete the Event Permit Application AND pay the appropriate fee amount first, will receive the first hold for the event.

Submission of Event Permit Application Once an Event Permit Application is received and application fee is paid, Event Manager shall do the following:

1. Determine whether the event requires a review with the City of St. Pete’s Co-Sponsorship Committee:

a. Use of Spa Beach Park will require the event to go through the Co-Sponsorship Committee.

b. Use of any property other than those shown on the Programmable Spaces Map (Exhibit H),such as any on-water use will require the event to go through the Co-Sponsorship Committee.

c. If the event requires for it to go through the Co-Sponsorship Committee, ask the event promoter to fill out the City Co-Sponsorship form EXHIBIT B and submit to Denis Burns at Denis.burns@stpete.org / St. Pete Parks Dept.

2. Analyze the event based on the following parameters using the Event Cost Estimate Form:

a. Estimated attendance

b. Time of Event (Day v. Night)

c. Type of Event

d. Artist Lineup

e. Past Record of Producer or Promoter

f. Past Record of Event

To determine the following staffing recommendations:

a. Event Manager

b. Load in and Load out

c. Private Security

d. St. Pete Police

e. Fire Marshall or EMS

f. Janitorial or Maintenance https://teamup.com/ksettstceaovusn5d6 mailto:Denis.burns@stpete.org

g. Portable Restrooms

h. Traffic Control (Off Duty Police)

3. Prepare a package with all the above information included in the Event Cost Estimate Letter (EXHIBIT C) and send to User for review. See “Preparing Cost Estimate Letter” section below.

4. A phone conference with the user may be necessary to explain all the potential charges listed on the Event Cost Estimate Form.

5. If the Cost Estimate Letter is approved by the User, ask the user to sign and initial each page.

6. Prepare a Use Agreement (EXHIBIT D).

City Co-Sponsorship Committee The City Co-Sponsorship Committee meets monthly at a location to be determined by City of St Petersburg Parks & Rec. If an event needs to be a part of the Co-Sponsorship Committee, the following must occur:

1. Submit City Co-Sponsorship Form (Exhibit A) with all the necessary information and attach the St Pete Pier Event Permit Application (Exhibit A)

a. Applications must be submitted 6 months prior to the event

2. Attend a scheduled Co-Sponsorship meeting along with the promoter of the event

3. Once approved, the City Parks & Recreation department will issue a contract that must be executed and returned to the City Parks & Recreation office.

Preparing the Cost Estimate Letter The cost estimate letter contains 3 parts:

1. Use Fees & Preparation: This section reflects fees associated with the use of the space, including any permit fees, rental fees, and security deposit fees. Note: All fees are subject to change

a. Fee Schedule:

i. City of St. Pete Parks Dept use fees for Spa Beach Park are at $230/day from load in to load out (included in Location and Rental Fees in Event Booking Guide.

ii. Reference Event Booking Guide for all Location and Rental Fees.

iii. Use Agreement Preparation Fee is billed at $250

iv. Security Deposit is determined by the following:

1. Small, low impact event with less than 500 people: $500

2. Medium impact event with more than 500 people, but less than 2,500:

$1,000

3. Large event with major infrastructure and over 2,500 people: $2,500

4. Large event with major infrastructure, impact and multiple activations throughout property $5,000-$10,000.

5. Event Manager also reserves the right, at its discretion, to adjust increases or reduce security deposit fees depending on the nature of event.

2. City Services: This section reflects fees associated with any City services, including Police, Fire, EMS, Permits, Traffic, etc. These fees will be reflected on City contracts or provided by each department.

3. Venue Staffing & Other Fees/Commission: This section reflects venue staffing needs associated with the event and provided by Pier Events, LLC. NOTE: Pier Events, LLC will not staff event security, however we will refer the current provider of Pier Security as the preferred vendor.

The below costs will be determined by the event size, location, and overall event needs.

a. Fee Schedule:

i. Load in/out requirements: 2 or 4 staff personnel

ii. Event Manager:

1. Full Day or Half Day

iii. Other Event Staff

iv. Application Fee

v. Co-Sponsorship Processing Fees

vi. Alcohol Buyout

vii. Catering Commission

viii. Ticketing Venue Fee

ix. Cleaning Crew

x. Dumping Fee & Supplies

xi. Power & Water

xii. Holiday Surplus Fees

Signed Cost Estimate Letter, Payment, & Use Agreement Once a cost estimate letter is signed by the event producer, Event Manager shall do the following:

1. Prepare a Use Agreement and send to Pier Manager for review. Once approved, send to User for signature.

2. Once signed by event producer/user, send to Pier Manager for countersignature, including all required attachments:

a. Signed Cost Estimate Letter

b. Site Map

c. Certificate of Insurance

3. Once a fully executed Use Agreement is received, send a copy to the User.

4. Payments are due PRIOR to the event:

a. The City of St. Pete accepts checks only.

b. Pier Events:

• Will accept checks only if the event is more than 14 days away. If the event is scheduled less than 14 days away, payment is only accepted via Certified Checks or credit cards. All credit card payments are subject to 3.5% Processing Fee.

Use Agreement Preparation

A City of St. Petersburg approved Use Agreement is required for events as follows:

1. *Third Party Events not occurring on Spa Beach Park and/or the City’s Co Sponsorship Process.

2. Self-produced events by Pier Events, LLC. This Use Agreement will need to be executed between the City and Pier Events, LLC

3. Repeating Events. One Use Agreement can be used for any events that are occurring on a regular basis, whether weekly or monthly. This Use Agreement will need to be executed between the City and the User and with a term no longer than 1 year.

Use Agreement Preparation:

• Pier Events, LLC is responsible for preparation of Use Agreements for items 1-3 above.

• The City (subject to change) prepares the Use Agreements for FilmApp permits, Private

Instructions and any *Third Party events that do not require Pier Events, LLC event staff and are free and open to the public.

*Third Party is defined as any user outside of Pier Events, LLC or the City of St. Petersburg

Invoicing The below process shall be followed for invoicing of an event:

1. Use Fees & Preparation: Pier property manager (City of St. Petersburg) will invoice the user as soon as a signed Cost Estimate Letter is sent along with a Use Agreement.

2. City Services: City of St Petersburg will issue an invoice to the event promoter once a city event contract is signed. First time events will require payment to be paid prior to the event.

3. Venue Staffing & Commission Fees: Pier Events, LLC will invoice the user for these fees.

Marketing and PR Once a Cost Estimate Letter is signed by a user or if it is an internal event, the following steps must be taken to facilitate PR and Marketing efforts of the St Pete Pier:

Internal Events:

1. Create image using the St Pete Pier template for Facebook & St Pete Pier website.

2. No less than 30 days prior to the event; complete an Event Brief, (EXHIBIT F) and submit to designated marketing contact with a copy to Pier Manager.

3. Confirm website/landing page is ready for publication. These should be sent for review and approved by Paradise and City Marketing prior to publication.

4. List event in Teamup Calendar

5. List event on St Pete Pier website

6. Share assets, logos etc. with Paradise Marketing, City Marketing and Pier Management.

7. Publish event on Facebook through St Pete Pier account, then add the following account as hosts:

a. Pier Events

b. City of St Petersburg

c. Other promoter or event hosts

8. If an event is known to be a repeating annual event, post the event image along with the dates for the next event no less than 6 months before the event. List “more information coming soon” in the event description.

Third Party Events:

1. Ask User for an image and description that can be used for posting on the St Pete Pier website and review for accuracy

2. List event in Teamup Calendar

3. List event on St Pete Pier website

4. Ask User to add St Pete Pier as a host on Facebook Events (optional)

Required Documents Throughout the entire process, Event Manager shall work with User to submit all required documentation within the following timeline:

- Initial Site Plan: Submitted along with Event Application Permit

- Final Site Plan: 14 days prior to event date and included in Signed User Agreement

- Signed User Agreement: 30 days from Cost Estimate Letter or 90 days prior to event

- Insurance Certificate: 30 days prior to event

- Run of Show: 7 Days prior to event date

Deposit Refund Immediately following the event, the Event Manager must determine whether a claim against the security deposit will be made by:

1. Contacting St Pete Pier Manager for any damage assessment. If damage(s) occurred, request photos, report, and a quote to fix and/or replace damage(s).

2. Determining whether staff went over the quoted time frame listed on the Cost Estimate form. If staff overtime exists, claim an appropriate amount against the security deposit.

3. Do not release deposit for a refund to the User until City Services invoice arrives. Once a City Services invoice arrives, cross reference amount billed vs amount paid by the User and bill any difference to the User. Any claims or overages are to be paid out of the security deposit first and withheld from the security deposit refund. If charges or claims are higher than the collected security deposit, Pier Manager is to bill the User directly.

4. Once all three of the above steps are complete, send an email to Pier Manager to refund the user’s deposit check minus any difference claimed.

Post Event After an event occurs, Users must return the site to its original condition. The following steps must be taken to ensure compliance:

1. Follow Deposit Refund procedure noted above.

2. Schedule a post event review with the User to obtain and give feedback about the event. Also, relay any feedback received from stakeholders and inquire about plans for next year.

3. Pay all vendors, including but not limited to Security, Cleaning, Parking, etc.

4. Generate ticketing report and ticketing fees collected for this event and submit to the City of St Petersburg no later than the 15th of the next month.

5. Wait for the City to generate an invoice for its ticketing fee.

6. Remit payment to the City for the ticket fees once invoice is received.

7. Provide the City with any photos or videos that could be used in future marketing efforts.

Exhibit A

EVENT PERMIT APPLICATION

Applicant/Primary Contact Information

Full Name:

Mailing Address:

City: State: Zip Code:

Cell Phone:

Email Address:

Producer Information

Organization Name:

Organization Website:

Contact Person:

Address:

City: State: Zip Code

Phone:

Email:

For Profit: Non-Profit:

Please attach a copy of Florida Consumer’s Certificate of Exemption and your IRS 501(c) determination letter if you are a non-profit organization.

Event Information

Name of Event: _____________________________________________________

Number of years event has been held: ______

Anticipated Total Attendance: _________________________________________ Please indicate attendance per day for multi-day events

Anticipated Total Participants: _________________________________________ Include all staff, volunteers, vendors, etc. who will be participating in the event

Event Description: Be as specific as possible

Event Type:

Refer to Special Events Guide to determine your event type

___ Private Gathering ___ Procession/Parade

___ Public Assembly ___ Festival

___ Other: _________________________

Event Location: (Check all applicable) ___ Entrance Plaza ___ The Marketplace ___ Market End ___ North View Edge ___ Family Park ___ Spa Beach Park ___ Spa Beach ___ Pier Plaza & Splash Pad ___ Benoist Plaza ___ Tilted Lawn ___ Overlook ___ Coastal Thicket ___ Discovery Center Wet Classroom ___ North Event Plaza ___ The Great Lawn ___ Fishing Deck

Date/Time Include start and end times.

Setup Dates & Time:

Event Date(s) & Time:

Load Out Dates & Time:

Event Website:

Event Social Media Handles and/or Links:

Is the event open to the public? ____ Yes ____ No

Will you be fencing your event? ____ Yes ____ No

Is there an admission fee? ____ Yes ____ No If yes, please provide ticket details and how you would be controlling gates:

Alcoholic Beverages Will there be consumption or sales of alcoholic beverages? ____ Yes ____ No If yes, please indicate any that applies:

____ Beer & Wine ____ Liquor ____ Hosted

____ Sponsored/Donated Products

Note: The St. Pete Pier holds a year-round Beer & Wine license that will require an appropriate buyout/escrow procedure if you are applying for your own temporary license. Additionally, specialty district cups may be required to be used to serve alcohol.

Ticketing Will you be selling tickets to the public? ____ Yes ____ No If Yes, please indicate:

Estimated # of tickets: _______

Ticket Price Range: ______

Note: The St. Pete Pier Events Team own and operate a ticketing system, EventLive (ww.EventLiveUs.com). Use of EventLive to sell tickets is required for any ticketed event on the St. Pete Pier. An appropriate buyout fee will be required should you choose to use another ticketing provider.

Music/Entertainment Please list your entertainment lineup:

Number of stage(s) and size:

Power Requirements:

Will there be fireworks? ____ Yes ____ No If yes, please provide company name:______________________________

Non-Food Vendors How many non-food vendors will you have at the event? ____

Will any of the vendors be providing their own tent? ____

Note: Please refer to tent weight requirements.

Will there be inflatables? ____ Yes ____ No

Security Will you need private security services?

Please indicate the dates, times, and how many (include overnight if needed):

Note: Our event team will review your application to ensure adequate private security is requested. We reserve the right to increase the total required. Additionally, the St. Petersburg Police Department, Fire, & EMS will review this application to make a final determination as to the number of officers required to ensure your event is conducted safely.

Food Vendors Note: All food vendors must meet all State and local guidelines for food vending, including being licensed through Florida Department of Business & Professional Regulations, and follow local fire regulations. Additionally, tents must adhere to St. Pete Pier’s tent requirements & all vendors must meet the insurance requirements. Cleaning fees may apply if the site is not returned to the condition in which it was received.

Will you have tented food vendors at the event? ____ Yes ____ No If so, how many: _______

Will you have Food Trucks at the event? ____ Yes ____ No If so, how many: _______

Check any activities listed below if they will be conducted by your food vendors:

___ Cooking with gas/open flames ___ Electric Cooking ___ Frying ___ Grease Note: Grease removal is the responsibility of the vendor and event producer.

Trash, Water, & Sanitation Note: You are responsible for leaving the venue clean and clear of any trash or debris after the event. Please ensure you provide adequate waste containers and staffing during and after your event. We reserve the right to increase total required staff and containers depending on your attendance and type of event.

Will you need access to potable water? ____ Yes ____ No If so, please state purpose: _____________________________________

Number of portable trash containers: _______ Provider: ___________________________

Number of portable recycling containers: _______ Provider: __________________________

Number of dumpsters requested:______

Sanitation Staff Requested:

During Event: ______ Days & Times: ____________________________________________ After Event: ______ Days & Times: ____________________________________________

Portable Restrooms requested (please indicate location on map) Load In Day & Time: _____________________________ Load Out Day & Time: _____________________________

Number of Toilets: _____ ADA Accessible Toilets: ____ (10% of total must be accessible) Hand Sinks: _____

Site Plan Your site plan must be submitted along with your completed application. Applications without plans will be considered incomplete. Maps and/or CAD drawings are available on our website at StPetePierEvents.com

Please attach a clear plan or map with at least the following indicated:

1. An outline of the entire event venue

2. Location and dimensions of all physical equipment being placed, including but not limited to tents, stages, restrooms, RV’s, food trucks, & others.

3. Indicate fencing outline (if applicable) and entry/exit points, including emergency exits.

4. Location of bars serving or selling alcohol

Accessibility Please describe your accessibility plans:

Acknowledgements Reviewed minimum insurance requirements: _____ (initial) Reviewed Sample Use Agreement: ____ (Initial) You certify that the information in this application to be true and correct to the best of your knowledge: _____ (initial)

In consideration of the privileges that may be granted by submitting this application and the potential issuance of a St. Pete Pier Event Permitted, the host organization shall, to the fullest extent permitted by law, indemnify, defend, and hold harmless Pier Events, LLC as Event Manager, and the City of St. Petersburg, and all of the organization’s officials, agents, and employees, against all claims which may result from the applicant to utilize the St. Pete Pier premises.

The person submitting this application certifies that they are authorized to act on behalf of the host organization and therefore to be financially responsible for any costs or fees that may be incurred.

Host Organization: ___________________________

Name of Person In Charge: ________________________ Title:______________

Signature:_____________________ Date:________________

Person Submitting Application (If not the same as above) Name: ________________________ Title:______________

Signature:_____________________ Date:________________

Note: Submission of an Event Application constitutes a request to use the St. Pete Pier for the purpose of an event and does not guarantee event approval.

Should you have any questions, please feel free to contact the Event Manager

CITY OF ST. PETERSBURG

PARKS & RECREATION DEPARTMENT

CO-SPONSORED EVENT APPLICATION

Date Received: ____________

Event Title: Phone No.: Fax No.:

Entity Name: Federal I.D. Number:

Event Date(s):

Day 1 of Event:

Location:

Time Gates Open:

Ending Time:

Application Prepared by: Phone:

Title: Cell Phone:

Address: City: State: Zip:

Additional Contact Person: Day Phone:

List all 501(c)3 entities that will benefit from this event.

Describe your event with details.

Describe what economic benefit and impact this event will bring to St. Petersburg.

What month/year were you incorporated as nonprofit?

Each co-sponsored entity must possess liability insurance naming the City of St. Petersburg as an additional insured and secure said insurance in the amount determined by the City.

Does your group presently have liability insurance? YES NO How much?

Are there plans to sell or distribute beer/wine at your event? YES NO

Will there be an admission / registration fee? YES NO Advanced Fee:

Please provide the website address for your event.

Please provide a phone number that can be advertised to the public.

Day of:

Check or Cash: ____________ Application #: ____________

Packet: ____________ Permit #: ____________

Day 3 of Event:

Time Gates Open: Ending Time:

Time Gates Open:

Ending Time:

Email Address:

Name of the for-profit entity?

What is the estimated attendance for this event? Spectators Participants Last Year's Total Attendance

Day 2 of Event:

EXHIBIT B

Please check the equipment and/or facilities you are requesting.

Recreation Equipment Special Events Facilities

Showmobile (Yes/No)

Tables (6 ft) # needed

# of portable risers needed (4 in. x 8 in. x 16 in. sections)

# Bleacher(s) needed. Each bleacher approx. 180 people)

Chairs # needed

Public Address System

Mahaffey Theater

Sunken Gardens

Coliseum

Boyd Hill

Non-City Locations

Which Location?

Note: The City does not provide tents, Port-O-Lets, or large quantities of tables and chairs.

I certify that the event will be open to all citizens and that individuals will not be barred from participation due to race, creed, color, national origin, sex, age, or physical impairment. I understand that a financial report of the event is due in the Parks and Recreation office within 30 days of the completion of the event. I also understand that the City is to be shown as a co-sponsor on any promotional materials produced for the event. I agree to obtain the required liability insurance and to secure all necessary city/county/state permits/licenses. I further certify that the facts contained in this application are accurate.

Name: Title: Date:

Co-Sign: Title: Date:

NOTE: a. If person/entity preparing this application is not representing a nonprofit entity, the application must be co-signed by someone from a sponsoring nonprofit entity. A copy of the sponsoring entity's 501(c)3 designation must accompany this application.

b. If your entity has outstanding financial obligations with any department within the City of St. Petersburg, your application will not be processed until debt if paid.

c. Applications lacking information or the required completed appendixes listed below will not be processed.

PLEASE ATTACH THE FOLLOWING

1. Route map for parade, run, walk, and/or bike event.

2. Site map of event and detail schedule of each day's events including open and close times.

3. Complete Appendix B and Appendix C.

4. Check for $30.00 for co-sponsored application processing (non-refundable).

5. Check for park permit fee. See Appendix A for fee structure.

6. A copy of 501(c)3 designation (if applicable)

FOR FURTHER INFORMATION, PLEASE CALL LYNN GORDON, PARKS & RECREATION MANAGER,

727-893-7766 or EMAIL: StPeteEvents@stpete.org

POLICE: Public Safety Personnel, Marine Services TRAFFIC: Personnel, Equipment (cones, barricades, no parking signs) FIRE: Paramedics, Inspectors PARKS SERVICES: Cleanup Personnel, Dumpster(s), Trash Receptacles, Event Site Preparation and Restoration RECREATION SERVICES: On-site Presence, Logistics Help, Liaison with Other Ddepartments

The following departments may provide and charge for additional services. You will be provided cost estimates in your Co-sponsored Agreement.

PARKS & RECREATION DEPARTMENT

CO-SPONSORED EVENTS

SUMMARY SHEET

Review and check all conditions which apply to this event: Note the corresponding obligation for each condition.

Condition Obligation

Vending Product / Merchandise Sales

Open Flame Food Preparation

Erecting Tents - Larger than 10ft x 12ft

Require Street Closure

Pyrotechnics

Located in Park

Vending Food / Beverage

Park Permit

Occupational License

Health Inspection

Temporary Structure Permit

Parade or Street Closure Permit(s)

Fireworks Permit

Fire Inspection Permit

Vendors / Exhibitors How many?

Fence Installation

Other Structures What structure?

VIP Area

What type?

Temporary Structure Permit

Temporary Structure Permit

How many?

Public Invited General Liability Insurance

Vending Beer / Wine Alcohol Permit Additional insurance Required

Staging

Amplified Sound

Security

Sanitary Facilities - Port-O-Lets

Overnight - Private Event Time Frame - SPPD

Announcement OnlyPerformers

Professional Showmobile Other

Regular Units Disabled Units Hand Washing

Off-site Parking / Shuttle

Semitruck / Tractor Trailer

Daytime - Private

Marketing: Please check all that apply.

Invitations

Posters / Flyers

Newspaper / Internet

Radio

Television

Remote Broadcast

City logo should be used in any promotional materials, posters, flyers, ads, website, public service announcements, and press releases.

If City permits, licenses, or services are required for event, who will pay for them?

Name: Phone:

Address (including zip):

Will your event be requesting any variances from City policies or procedures? If YES, please explain.

Electrical Requirements:

Does your event require any power needs using more than the standard 110/20amp located in the parks?

RV'S Coffee Vendors Ice Bins Freezers Ice Cream Vendors Catering Trucks

YES

NO

If YES, check all that apply.

Will you supply your own generators? YES

Will your event have a licensed electrician on-site during the event? YES NO If YES, who?

NO

Please explain the details of the above items checked. Tell us how much and what type of power they would require.

Other:

Type of music, # of stages, and # of bands.

List Vending Products. Name & Provider.

For Use of Beer/Wine - Please provide name, address and phone number of the sponsoring 501(c)3 or catering company.

Explain subject/purpose of all speeches/demonstrations which will occur.

Discuss your load in/load out parking needs, include times and dates.

Other comments:

I certify that the facts contained in this application are accurate.

Name: Title: Date:

Other Comments: Please describe your fee structure.

I represent and warrant that the purpose of the proposed activity/event and conduct of the sponsor(s) and the participants shall conform to all requirements of law and all ordinances of the State of Florida, Pinellas County, and the City of St. Petersburg including, but not limited to, City noise ordinances and Parks and Recreation Department Policies and Procedures. I acknowledge that failure to observe such laws, ordinances, or policies and procedures will result in an immediate cancellation of the event and all permits.

WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, I ACKNOWLEDGE THAT I HAVE READ AND FULLY UNDERSTAND THE PARKS AND RECREATION DEPARTMENT POLICIES AND PROCEDURES PERTAINING TO THE USE OF PARKS AND THE PARK RULES SET FORTH IN ARTICLE II, CHAPTER 21, OF THE ST. PETERSBURG CITY CODE, INCLUDING BUT NOT LIMITED TO THE INDEMNIFICATION AND INSPECTION OBLIGATIONS ASSUMED BY ME

AND THE PERSON OR ENTITY ON WHOSE BEHALF THIS APPLICATION IS BEING MADE.

Appendix B

President or CEO

Responsible Party Information

Please complete the information below for each responsible party.

Name of the For-profit Corporation:

Physical Address of Responsible Party:

Name of Responsible Party (President or CEO ONLY):

Phone Number of Responsible Party:

Title of Responsible Party:

Please include a copy of the the current IRS Nonprofit Affidavit / For Profit

Nonprofit (Employee Identification Number):

Email Address of Responsible Party:

Name of the Nonprofit Corporation:

Physical Address of Responsible Party:

Name of Responsible Party (President or CEO ONLY):

Phone Number of Responsible Party:

Title of Responsible Party:

For-profit (Employee Identification Number)

Email Address of Responsible Party:

BY Mail

BY EMAIL

What method of invoicing would your organization prefer?

Contact Name

Address

City, State, Zip

Email Address:

Name of Event:

Date(s) of Event: -

I. REVENUE SOURCES (attach sheet if more space is needed) Amount

1.

2.

3.

6.

5.

II. EXPENSES (attach sheet if more space is needed)

1.

2.

3.

6.

5.

7.

10.

9.

8.

TOTAL NET INCOME

TOTAL OPERATING EXPENSES

III. ALLOCATION OF NET INCOME ( attach sheet if more space is needed)

1.

2.

3.

5.

4.

Prepared by: Date:

7.

8.

11.

12.

6.

TOTAL ALLOCATION OF NET INCOME

TOTAL GROSS REVENUE

APPENDIX C

STATEMENT OF REVENUE AND EXPENSES FORM

PRIOR YEAR'S EVENT

(Must be completed)

Page 7 of 7Print Application Submit Application by

Email

EXHIBIT C

EVENT COST ESTIMATE

Today’s Date:

Event Date:

Event Name:

User Name:

Event Location:

Thank you for your interest in hosting your event at the St. Pete Pier. We are pleased to have the opportunity to work with you towards executing a successful event.

As a part of the permitting process, below is an itemized list of estimated costs in each respective category. Please keep in mind these are estimates and you may receive additional charges should labor costs exceed the estimated amount. Your costs could also increase should your attendance be significantly higher than what was submitted in your Event Application.

Upon receipt and approval, please sign and return this estimate. Once we receive this signed estimate, we will start working on a Use Agreement for your review and execution.

In the meantime, if you have any questions or need any additional information, please do not hesitate to contact us.

Note: A portion of your payments are due PRIOR to the event. Checks are accepted if your event is not scheduled within 14 days. If your event is scheduled within 14 days, payment will only be accepted in Certified Funds such as Cashier’s Check or Money Order, or via Credit Card (subject to 3.5% Processing Fee)

Received & acknowledged by:

________________________________ Date: ____________

Use Fees & Preparation The fees reflected below are fees associated with the use of space for your event. You will receive a separate invoice for this amount from and payable to the City of St. Petersburg. All payments are due 14 days prior to the event. Any refundable deposit will be returned upon inspection of property after load-out AND all City Services invoices has been fully paid.

Please initial to acknowledge review of the Use Fees below: ________

Category Type Description Estimated Cost

Use Fees Permit Fee Use Fee

Sales Tax on Use Fee (6.5%)

Admin Fee

Refundable Damage Deposit

TOTAL

(including refundable deposit)

Please prepare a check with the above total amount payable to the City of St. Petersburg

City Services The fees reflected below are fees quoted for City services and support for your event. This may include Police, Fire, EMS, Parks, Traffic, and others. If this event is a co-sponsored (Co-Spo) event, you will receive a separate contract reflecting the below fees. You will also receive an invoice for this amount from the City and payment is payable to the City of St Petersburg. Payments are due prior to the event for all first-time events. If this is not a first-time event, you will receive an invoice for this amount that is due within 30 days of receipt of that invoice.

Please initial to acknowledge review of the City Services fees below: ________

City Services Police Fire Recreation Permits Traffic

Stormwater/Sanitation Other

TOTAL $0

Please prepare a check with the above total amount payable to City of St Petersburg Venue Staffing & Commission Fees The fees reflected below are fees quoted by Pier Events, LLC to support your event. This may include event managers, ticketing, processing fees, staffing, janitorial, security, and others. You will be receiving a separate a standalone invoice for this amount from and payable to PIER EVENTS, LLC.

Additionally, should any discrepancy exist in the quoted amount v. the actual billed amount, we reserve the right to draw against your deposit amount. If applicable, a per person ticket fee will be billed once a final attendance report is provided.

Please initial to acknowledge review of the Venue Staffing fees below: ________

Event Expenses Load-in Staff During Event

Load-out Staff

Admin Application Fee

Processing Fee Use Agreement

Fee

Catering Alcohol Catering Fee

Ticketing Ticketing Fee Ticketing Fee

Janitorial Cleaning Crew

Dumping Fee Porta Potties

Security Load-in

During Event

Load-out

Utilities Power

Water

Equipment Rental Bike Racks - -

Total Due

Please prepare a check with the above total amount payable to Pier Events, LLC

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St. Pete Pier

USE AGREEMENT

600 2ND Avenue NE

St. Petersburg, FL 33701

THIS AGREEMENT ("Agreement") executed as of the day of DATE by and between the City of St.

Petersburg, Florida (“City”) and COMPANY NAME ("User"), whose contact person is NAME whose address is ADDRESS and whose telephone number is PHONE NUMBER.

WHEREAS, this Agreement sets forth the respective duties, responsibilities and obligations of the User with respect to the use of the Premises (defined below).

NOW, THEREFORE, in consideration of the mutual promises, covenants and conditions herein contained, the City and the User hereby agree as follows:

1. The City grants the User the temporary right to use that portion of the Municipal Pier District as defined in section 1- 2 of the St. Petersburg City Code, delineated in Appendix A (hereinafter the “Premises”) on those dates and during those times set forth in Appendix B, subject to the terms and conditions of this Agreement. The Premises shall include reasonable ingress, egress and approaches thereof and thereto.

2. The User shall use the Premises only for those purposes and permitted uses set forth in Appendix B.

3. The User shall pay the City the sum(s) set forth in Appendix B for the use of the Premises. User is not permitted to use the Premises if User does not timely pay the City the sum(s) set forth in Appendix B.

4. The User has inspected the Premises and accepts the Premises in its present “AS IS” and “WHERE IS” condition.

The City has made no representations, statements, or warranties, either express or implied, as to the condition of the Premises or as to its fitness for any particular use.

5. In consideration for the use of the Premises, the User voluntarily assumes all risk of accident, injury, and damage to persons and property and hereby releases and forever discharges the City and its officers, employees, agents, elected and appointed officials, and volunteers (collectively referred to as the, “Indemnified Parties”) from and against any and all claims, demands, liens, liabilities, penalties, fines, fees, judgments, losses and damages of any kind (hereinafter referred to as “Claims”). Further, the User shall defend at its expense, pay on behalf of, hold harmless and indemnify the Indemnified Parties from and against any and all Claims, whether or not a lawsuit is filed, including but not limited to Claims for damage to property or bodily or personal injuries, including death at any time resulting therefrom, sustained by any persons or entities, and costs, expenses, and attorneys' and experts' fees at trial and on appeal, which Claims are alleged to have arisen out of or in connection with, in whole or in part, the User's use of the Premises or a breach of this Agreement, notwithstanding that such Claims were caused by or alleged to have been caused by, in whole or in part, the sole, contributory or gross negligence of the Indemnified Parties, or otherwise, or whether arising out of any defect, or presence or absence of any condition in or on the Premises or any other City property, premises, or right of way.

6. The User shall provide an insurance certificate with limits as outlined in Appendix C.

7. The City reserves the right to terminate this Agreement at any time for any or no reason upon five (5) days prior written notice to the User. In the event the City exercises the right retained by it hereunder, it shall refund, or, as the case may be, release the User from liability for payment of an amount bearing the same proportion to the total payment provided hereof as the period in which the Premises are in fact not utilized bears to the total duration of this Agreement. Should the City exercise said right to terminate this Agreement, the User agrees to forego any and all Claims for damages against the Indemnified Parties and further agrees to waive any and all rights which might arise by reason of the terms of this Agreement; the User shall have no recourse of any kind against any of the Indemnified Parties. In no event will the City be liable in the event the City exercises its right to terminate this Agreement.

8. The City reserves the right to suspend the rights granted hereunder, effective immediately, by giving verbal notice (followed by written notice within a reasonable time) if a state of emergency has been declared by the federal, state, or local government, and the Mayor (as defined in St. Petersburg City Code section 2-425) determines that suspension is necessary to protect the public health, safety, or welfare. The suspension will remain in effect until the City provides verbal notice (followed by written notice within a reasonable time) that the suspension has been lifted. The User hereby releases any and all Claims for damages against the Indemnified Parties related to the suspension and further agrees to waive any and all rights which might arise by reason of the suspension; the User shall have no recourse of any kind against any of the Indemnified Parties.

EXHIBIT D

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9. If a default occurs on the part of the User in the fulfillment of any of the terms, covenants or conditions hereof, or if the User causes or permits any waste or damage to be done to the Premises, or any part thereof, or if User is adjudicated bankrupt or an involuntary petition in bankruptcy is filed against it, then the City may, at its option, forthwith terminate this Agreement; in such case, the amounts payable hereunder, whether accruing before or after such termination, shall constitute an element of the City’s damages resulting from the User's default, and will, to the extent not already paid, be payable in full upon termination of the Agreement. Any remedy granted in this Agreement to the City shall be inclusive of all other remedies available to the City in law or equity, and not exclusive thereof.

10. The User shall not assign this Agreement or sublet any part of the Premises.

11. During the term of this Agreement, the User hereby covenants and agrees: (a) to keep the Premises in good order, repair and condition throughout the term of the Agreement and to promptly and adequately repair any damage to the Premises caused by the User or by the User’s use of the Premises by restoring the damaged area(s) to substantially the original condition; (b) to comply with all federal, state and municipal laws, orders, rules and regulations applicable to the Premises and the User’s use thereof; (c) to comply with all applicable City policies and procedures, including but not limited to any policies and procedures for use of the Premises; and (d) to not disrupt, affect, or interfere with others’ use and enjoyment of the Municipal Pier District.

12. The User shall not discriminate against any person in the use of the Premises because of race, color, religion, sex, disability, sexual orientation, national origin, gender, marital status, genetic information, or other protected category.

13. This Agreement is governed by and interpreted in accordance with the laws of the State of Florida.

14. At the expiration or earlier termination of this Agreement, the User shall, at the User’s sole cost and expense, remove all trash, decorations and personal property from the Premises and the Municipal Pier District, repair all damage caused by such removal, and restore the Premises to its original condition. If the User defaults on its obligations in the foregoing sentence within three (3) days after the expiration or earlier termination of this Agreement, the City will have the right to perform the same at the User’s sole cost and expense.

15. The User is solely responsible for the conduct of participants, workers, volunteers, invitees, and guests while using the Premises.

16. The Indemnified Parties are not responsible for any damages which may arise from any act of nature or other event which renders the Premises unable to be used as or when desired.

17. The Indemnified Parties are not responsible for items left by participants, workers, volunteers, invitees, or guests of the User.

18. The User must immediately report to the City any accidents, injuries or incidents that occur while the User is occupying and using the Premises pursuant to this Agreement and shall cooperate with the City in connection therewith.

19. The City reserves the right to require the User, at the User’s sole cost and expense, to hire off-duty police, licensed security officers, and/or additional staff at the City’s sole discretion.

20. Nothing contained in this Agreement may be construed to grant or authorize any right to the User, other than the limited temporary right to occupy and use the Premises pursuant to the terms and conditions of this Agreement.

I have read this Agreement and agree to comply with the terms and conditions set forth in this Agreement. I also understand this Agreement is not final until approved and executed by the City.

USER: CITY:

By: _______________________________ By: ________________________________

Print: ______________________________ Print: ______________________________

00673487 The form and correctness of this form St. Pete Pier Use Agreement has been approved by the City Attorney's Office 4/5/23

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Appendix A

Premises: The User shall ONLY have the use of the following areas ("Premises") as outlined on the attached site map. No other areas are permitted without prior authorization from the City:

Insert Site plan with area highlighted

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Appendix B

Purpose and permitted use(s): OUTLINE DESCRIPTION HERE

NOTE: No electric or water will be provided unless otherwise agreed to herein.

Event Date(s) and Time(s): For a period of one (1) day, commencing at TIME on the DATE day of MONTH, YEAR and ending at TIME, on the DATE day of MONTH, YEAR.

Fee $000.00 % Florida State Sales Tax $0.00 Refundable Damage Deposit $ Total due $00.00

The signed Agreement, along with a non-refundable payment of $000 ($00.00 rent + $.00tax) + a $000 refundable damage deposit is due by MONTH DAY YEAR.

In no case shall any refunds be made except when the City is unable to make the Premises available to the User in accordance with this Agreement.

Fees are to be made payable to the City of St. Petersburg at the Pier Operations Office.

Pier Operations Office Hours: Mon-Fri 8:30AM – 5:30PM Address: 600 2nd Ave NE St. Petersburg, FL 33701 Phone: (727) 822-7437

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Appendix C

The User shall maintain insurance coverage in the form and amount deemed adequate by the City for all risks inherent in the functions and aspects of the User’s use of the Premises, including but not limited to risks of fire, casualty and general liability insurance for personal injury, property damage and contractual liability under this Agreement.

All insurance required under this Agreement shall be on a primary and noncontributory basis and shall be provided by insurers licensed to do business in the State of Florida and be rated "A-" or better by a rating agency such as A.M. Best or its equivalent. All policies shall name the Indemnified Parties as additional insureds, except workers’ compensation.

Coverage shall be in occurrence form, provide contractual liability covering the liability assumed in this Agreement and shall not exclude any activity that would normally be associated with use of the Premises.

All policies shall provide that the policy shall not be canceled prior to the termination of this Agreement or until ten

(10) days after the City receives notice of cancellation of the policy. The City does not represent that such types and coverage amounts are sufficient to protect the User’s interests or liabilities. The insurance requirements of this Appendix shall in no way be interpreted to limit the User’s liability under this Agreement.

The User hereby waives all subrogation rights of its insurance carriers in favor of the Indemnified Parties. This provision is intended to waive fully, and for the benefit of the Indemnified Parties, any rights or claims which might give rise to a right of subrogation in favor of any insurance carrier.

Check box as applicable. If a vendor is used for equipment, catering etc. the vendor must also provide a certificate of insurance with the same terms and must also provide Workers Compensation per State of Florida requirements.

Private Gathering:

Examples include birthday parties, ceremonies, and weddings.

No insurance is required unless a vendor is hired. Any events with a generator, stage, bounce house, laser tag, tents larger than 10x10, or high attendance automatically require insurance. If a Specialty Vendor is used for the equipment, the vendor needs to provide Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, $2,000,000 aggregate limit

Specialty Vendor:

Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, 2,000,000 aggregate limit, and $100,000 Damage to Rented Premises limit.

If Corporation Sponsored Event the following is required:

Corporate:

Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, 2,000,000 aggregate limit, and $100,000 Damage to Rented Premises limit.

Facility Rentals:

Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, 2,000,000 aggregate limit, and $100,000 Damage to Rented Premises limit.

If the User is going to sell, prepare, serve, distribute, or allow alcohol in any manner during the event, a Liquor Liability Endorsement, or a separate Liquor Liability policy in the minimum amount of $1,000,000 will be required.

Special Events:

Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, 2,000,000 aggregate limit, and $100,000 Damage to Rented Premises limit.

If the User is going to sell, prepare, serve, distribute, or allow alcohol in any manner during the event, a Liquor Liability Endorsement or a separate Liquor Liability policy in the minimum amount of $1,000,000 will be required.

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If the User will utilize a specialty vendor which includes but is not limited to private security, fireworks productions, bounce houses, climbing walls, water slides, etc., then $1,000,000 of General Liability Insurance is required from the vendor before the vendor can operate.

Park Permits:

Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, 2,000,000 aggregate limit.

If the User is going to sell, prepare, serve,…