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Please remember the submission of an application does NOT guarantee approval. Please do not advertise or promote your event until you have received your permit. Every application we accept receives the same processing. The only difference between an application involving a request to close streets and an event occurring in a park without street closures is that the former permit applications require approval from the Mayor, Chief of Police, and City Council. Park event requests are handled administratively. Minimum time frames for submission of applications are as follows:
Since we advise you NOT to advertise or promote your event until you have approval and a permit in hand, we recommend you file your request much farther in advance of your requested event date. The process for gaining approval for any event takes time (especially for a first time event) and passes through many hands. Here are the steps: 1) We receive a completed application. A completed application must include a highly detailed “Concept” site plan plus any auxiliary permit application forms and planning documents. We receive the application fee at the time of filing. Incomplete, illegible and/or unsigned applications will NOT be accepted. If the event is requesting city co-sponsorship, the co-sponsorship request must accompany the completed set of application forms and supporting documents. Insurance, naming the City of Tampa as an additional insured and covering the overall event dates and times (from load in of the first piece of equipment through load out of the last) is required for all events. Evidence of this insurance must be submitted and approved no less than two weeks prior to the initial load in date. Failure to provide insurance within the time frame specified is grounds for automatic event cancellation. 2) The completed application is scanned and sent electronically to members of our Special Events Team for review, comments and cost estimates. This group includes (but may not be limited to) Tampa Police, Tampa Fire, Parks and Recreation, Transportation, Fire Rescue, Stormwater, Parking, and Solid Waste. 3) Each team member is typically given about two weeks to respond. (The Office of Special Events coordinates hundreds of events annually and all our team members have other duties as well.) 4) Once the cost estimates and comments are collected we may schedule a meeting with the event promoter to go over the event and anticipated costs. This meeting also gives the team a chance to ask additional questions of the event promoter. 5) If event involves street closures, it is also sent to the Chief of Police, for approval, and, if approved, the application is scheduled to go before City Council for final approval. Since City Council only covers this type of application twice a month, there are limitations on which dates it can be submitted for their review and approval. 6) Once City Council approves the closure, notification of this is sent to the Mayor for approval. Once we have all the requisite approvals, we notify the event promoter and issue the permit. 7) If the event involves only the use of a park facility, it is reviewed administratively and, once approved, a permit is issued. 8) If the event involves a request for co-sponsorship, the complete package is reviewed by the Co-Sponsorship Committee and they make a decision as to what, if any, component can be approved for co-sponsorship. This committee meets once a month to review requests.
Please note that there are additional steps (and fees) if there are bridge closures, railroad, or state road closures involved in your application. Permit application for these must be filed by the City of Tampa (via the Office of Special Events) and this takes additional time to process.
Please remember, if you are requesting a street closure application, represent a first time event, or you are requesting co-sponsorship, these conditions mean your application forms and supporting documents must be filed a MINIMUM of 90 days prior to your proposed event date.
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