Special Event Assistance Program

Community Event Co-Sponsorship

Special Event Application

PLEASE NOTE: This application is reviewed quarterly based on an October 1-September 30 fiscal year. Applications may be submitted year-round pending it meets the minimum requirements (no more than 365 days in advance, or less than 120 days in advance of event date). Submission of your application does not guarantee co-sponsorship.

All applications will be considered, with the following caveats:

1. Each application will be reviewed for completeness.

2. The amount requested may be approved partially, fully, or not at all based on number of applications and funding availability.

• Event must take place on city-owed property within the city of Clearwater limits. Impacts to Clearwater Beach with the use of Sand Key Park will be reviewed on a case-by-case basis.
• Other city departments or government agencies are not eligible for this program.

3. Pending funding availability, events and organizers must meet certain criteria to be considered for the Special Events Assistance Program, including:

• Must be a Pinellas County-based entity or organization with no current co-sponsorship, in-kind services, or funding agreements with the city of Clearwater Parks & Recreation Department. Multiple requests for support for separate community special events by one organization will be considered on a case-by-case basis. Organizations with approved “High Impact” events do not qualify for this program.
• Must be registered non-profit organization
• Event must be FREE and open to the public for admission. Fees may be charged to participants such as competitors or vendors.
• Entity or organization is recommended to have run the event independently without funding assistance from the city for at least (1) year. The prior year’s event budget showing expenses/revenue may be provided at time of application submission if applicable.
• Estimated attendance 300 or more.
• Not to exceed $20,000 in funding support.
• Event must demonstrate primarily benefit to the community at large and align with the city’s strategic plan.

4. The event organization/promotor must be in good standing with the city of Clearwater, including being up to date on permits, applications, fees with a proper Certificate of Insurance on file, and has complied with all city ordinances, policies, and park rules.

• The committee may consider a prior event run by the same organizer/promoter to determine support offered.

5. If approved, the amount awarded as outlined in an approval letter will be provided via check to the organizer in ADVANCE of the event to assist with operating costs, including city expenses. Organizers will be required to pay ALL city fees regardless of funding provided.

• An itemized expense report must be submitted to the city of Clearwater Special Event Permitting Office within 10 business days of the conclusion of the event for tracking purposes. Failure to provide requested post-event information will result in disqualification for any future assistance consideration by the city of Clearwater.
• City fees will be charged for all aspects of the event, including, but not limited to, the application fee, venue fees, equipment, public safety, parking, and staff fees/
• The applicant is responsible to pay the difference, if any. Additional funding will not be provided after an event has concluded or after initial funding has been allocated.
• The Parks and Recreation Department will not pay vendors, contractors, or other city departments directly for any services rendered.

6. An approval letter will be sent to the applicant specifically outlining the funding level for each event supported as part of this program.

7. Events not eligible include:

• Private parties and functions
• Political events
• Any event deemed by the city as inappropriate or inconsistent with the best interest of the city or as prohibited by law.
• Events that do not meet the strategic plan.

**This program is not intended for regional, national, or global events with attendance estimated above 5,000 people. Email specialevents@myclearwater.com with any questions.

Events taking place within the Downtown Development District are not eligible for funding through this program. Organizers that wish to host events at Coachman Park, Station Square Park, Cleveland Street, or other areas within the Downtown Development District, please click here to apply for a grant through the Downtown Development Board (“DDB”).

Applicant must provide a legible, computerized event layout 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. Maps can be e-mailed to: SpecialEvents@MyClearwater.com. **Include the name and year of your event in the subject line.**

Please attach a clear and legible event layout site plan or map with the following indicated:

• North, indicated by 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, and 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 (Site Map Documents)

Please also include your logo and previous photos of your event (if they exist).

An itemized projection of costs and event layout map are required. Applications submitted without this information will be rejected and returned to the applicant.

You are responsible for leaving the venue clean and clear of debris. Please describe your plan for cleanup and removal of waste recyclable goods and garbage during and after the event.

*Special Events committee will review and make changes as necessary

1. The city requires organizations/individuals that produce events with more than 50 participants/spectators, to provide liability insurance when they hold events on city of Clearwater properties.
2. Other forms of insurance may be required upon reviewing your application.

I hereby certify that I have read this application and that all information contained herein is true and correct to the best of my knowledge, information and belief. I agree to comply with all statutes, county and city ordinances, and the general instructions stated in this application and the special conditions issued by the city in connection with the approval of the Special Event contemplated herein. I, and the organization on whose behalf I make this application, if any, represent, stipulate, contract and agree that we will, jointly and severally, defend, indemnify, save and hold the city harmless from any and all claims, lawsuits, judgments, and liability for death, personal injury, bodily injury, or property damage arising directly or indirectly from the exercise of the Special Event Permit and performance of the Special Event by Applicant, the organization represented by Applicant, its employees, subcontractors, or assigns, including acknowledges that he/she, together with any organization represented by Applicant, shall be solely responsible by complying with the terms of the Permit. I further understand that failure to comply with any of the provisions specified herein, or the unauthorized modifications of any event parameter, may result in immediate cancellation of this event by city officials. Applicant must be 18 years of age or older. Please submit any supporting documentation to the Special Events Office: specialevents@myclearwater.com or 727-562-4700

Checking this box below represents your electronic signature, indicating that you agree to the terms and conditions described above. Please note that you may be required to provide a physical signature during the event authorization process after submitting this form.