PURPOSE  

To establish a policy governing the use of Canaveral Port Authority (CPA) property for Special Events.

DEFINITIONS

  1. Special Event means any pre-planned gathering, activity, event or series of related gatherings, activities or events to be held on CPA property that falls outside the tenant’s leased premises.  Special Events do not include CPA coordinated events or events held within Exploration Tower.
  2. Canaveral Port Authority property means any property that is owned, leased, operated, maintained, and/or controlled by the Canaveral Port Authority.

POLICY

  1. Requests for Special Events will be addressed to the Supervisor of Recreation and Events and will be entertained by CPA on a first come, first served basis. 
  2. CPA will only accept Requests for Special Events twice per calendar year (March 1- 31 and September 1 – 30).
  3. Requests for Special Events shall be submitted at least ninety (90) days in advance of the need for a permit and may be made up to twelve (12) months in advance of the scheduled event. 
  4. All requests will be considered tentative until such time as the requester has paid the required fees and has received a Special Event Permit approved by the Port Director/CEO or his/her designee.
  5. Special Events may not interfere with maritime operations or commercial business operations. CPA shall prohibit use of land, facilities, assets, and/or personnel for Special Events which, in the sole judgment of the CPA, would encumber such operations or create a public safety risk.
  6. Attendance at ticketed Special Events may not exceed 5,000 attendees per day.      
  7. Multi-day Special Events require approval by the CPA Board of Commissioners. 
  8. Permittees shall provide evidence of required insurance coverage in a form and amount acceptable to CPA for the duration of occupancy no later than fourteen (14) days prior to the scheduled event.  The policy must specifically identify the Canaveral Port Authority as an additional insured.   
  9. Permittees will be required to pay applicable fees to the Canaveral Port Authority in accordance with the Special Events Application Procedures and Fee Schedule.
  10. Applications for a Special Event Permit shall be accompanied by a damage/clean-up deposit.  The deposit shall be refunded in full if the permit is not issued or if CPA property is left in a clean and damage-free condition after use.  The deposit shall be used to pay any actual expense to repair any damage or for cleaning required as a result of the event.  The deposit may, upon approval by CPA, be in the form of a credit card that will be kept on file until after a damage/clean-up inspection is conducted following the event.  Events may be subject to additional fees if assessed damage/clean-up is higher than the deposit amount.
  11. The Port Director/CEO may consider a reduction in permit fees as set forth in the Fee Schedule for tax-exempt, non-profit organizations that demonstrate to the Port Director/CEO’s satisfaction that the organization is exempt from federal taxes.  Organizations shall provide evidence of their 501(c) certification.  Insurance requirements and other fees including deposits and Operational Support Costs, however, shall not be waived.
  12. The Permittee shall obtain all appropriate regulatory approvals such as from the Department of Business and Professional Regulation, Division of Alcoholic Beverages & Tobacco, and obtain other permits, as may be required.
  13. The Permittee shall comply with all applicable laws.
  14. Pre-planned gatherings, activities, events held within a tenant’s leased premises impacting CPA facilities outside the tenant’s leased premises shall submit a Special Event Permit application to the Supervisor of Recreation and Events to determine the need for additional public safety support (e.g., security, fire, life safety, inspections, etc.). 

EXCEPTIONS

Exceptions to this policy require the prior approval of the Chief Executive Officer or his/her designee and the applicable Department Director or his/her designee. 

RESPONSIBILITY

The Recreation Department shall have the responsibility for maintaining and updating this policy.

SPECIAL EVENTS POLICY & REQUEST FORM