The Special Event Permit Checklist is the City of Cape Coral document that lists what an organizer must assemble for a special event permit: a site plan, a certificate of liability insurance, a signed release and waiver, and extra documents that depend on the event. It is one of the Cape Coral permit forms used for events held in the city. On FillingPDF you can fill out the checklist online and download or print the completed PDF; the City publishes the original PDF and the permit process on its website.
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What is Special Event Permit Checklist – Cape Coral, FL?
The Special Event Permit Checklist is the City of Cape Coral document that lists the required documents, and the additional documents that apply to some events, for a special event permit application.
The checklist has two parts. Required Documents are three items: a satellite view site plan with a labeled key, a certificate of liability insurance, and the Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement. Additional Documents if applicable covers items such as the Food Cooking Notice, the Use of Private Property Authorization, the Cape Coral Police Detail Application, Special Event Signature Surveys, liquor liability insurance, a Flame Resistant Tent Certificate, an Alcohol Permit, a Parking Plan and a Firework Display Permit.
The checklist is not the application. The City's Special Event Permit Process page describes the Special Event Permit Application as the application form for events with more than 500 participants in the venue, and describes the checklist as the list of all required documents for that application. The checklist is issued under the City of Cape Coral Building Division, and the City's Special Events Division handles the permit process.
The City's insurance language also appears on the checklist: it states the coverage types and the exact certificate wording the City expects, and it notes that the City's Risk Management does not represent that the required insurance is sufficient to protect the vendor's interests.
Who needs to file Special Event Permit Checklist – Cape Coral, FL?
Organizers who are applying for a special event permit in the City of Cape Coral use the checklist to confirm that the permit package is complete. The three Required Documents apply to every package. The Additional Documents apply only when they fit the event.
- Events on City property must carry event insurance, according to the City's process page.
- Events not on City property do not require event insurance, but the checklist says it is recommended.
- Any event that sells or serves alcohol needs liquor liability insurance, regardless of attendance.
- Events that involve cooking need the Food Cooking Notice.
- Events on property you do not own need the Use of Private Property Authorization, which the property owner signs.
- Events that need police presence use the Cape Coral Police Detail Application.
- Events that affect residents or businesses need Special Event Signature Surveys.
Other situations, such as fireworks, amusement rides, food vendors or inflatables, may call for more insurance. The City Risk Manager may also recommend additional insurance for any event.
When to file Special Event Permit Checklist – Cape Coral, FL
Use the checklist when you prepare the Special Event Permit Application, because its documents go in the permit package with that application. The checklist sets no separate due date.
The checklist advises submitting the Certificate of Insurance at the time of application, so officials can verify coverage and event qualifications promptly and avoid administrative delays in issuing the permit. After the City receives the application, a Special Events Division staff member contacts the organizer to review the process and any additional items, such as insurance. Very large or complex events may also need a meeting with the Special Events Committee before the event date to confirm logistics. The City's pages give no processing time.
Documents you need
- A satellite view site plan with a key that labels restrooms, the amplification zone (a 10x10 area), parking, food trucks, vendors, inflatables, beer tent(s), dumpster, alcohol perimeter zone, stage/DJ, and generators/light towers/electric.
- On the site plan key, label Uber/Lyft drop-off and pick-up locations if needed for the event.
- Certificate of Liability Insurance showing Commercial General Liability at the checklist's minimum limits; required for events on City property, recommended for events not on City property.
- A certificate with the certificate holder reading City of Cape Coral, P.O. Box 150027, Cape Coral, Florida 33915-0027, naming the City as Additional Insured for General Liability, including Products and Completed Operations.
- Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement; the checklist lists it among the required documents for every application.
- Food Cooking Notice, if the event involves cooking at the event location; keep a copy to give food and cooking vendors.
- Use of Private Property Authorization, if you use property you do not own; the property owner signs it.
- Cape Coral Police Detail Application, if the event requires police presence.
- Special Event Signature Surveys, which record notice to and sign-off from residents and businesses affected by the event.
- Liquor liability insurance, required for all events selling or serving alcohol regardless of attendance; the City Risk Manager may also require other additional insurance.
- Alcohol Permit, if alcohol is sold or served at the event.
- Firework Display Permit and Flame Resistant Tent Certificate, if the event has fireworks or tents.
- Parking Plan and Approved MOT (maintenance of traffic), if they apply to the event.
- Bleacher Specifications, Stage Specifications and Crowd Management Certification, if the event uses bleachers or a stage or needs crowd management.
- Restroom Facility Contract and Dumpster Contract, if the event relies on rented restroom or dumpster service.
How to fill out Special Event Permit Checklist – Cape Coral, FL
Open the checklist and review the list
Read the three Required Documents and the Additional Documents if applicable, and mark which of them fit your event before you start.
Prepare the satellite view site plan
Document 1 is a satellite view site plan with a key. Draw your event layout on it.
Label every item in the site plan key
Label restrooms, the amplification zone (a 10x10 area), parking, food trucks, vendors, inflatables, beer tent(s), dumpster, alcohol perimeter zone, stage/DJ and generators/light towers/electric. Add Uber/Lyft drop-off and pick-up if needed.
Arrange the certificate of liability insurance
Document 2 is the Certificate of Liability Insurance with Commercial General Liability at the stated minimum limits. Give your insurer the event name, location, time and date, and ask that the City of Cape Coral be named additional insured.
Check the certificate wording
The certificate holder must read City of Cape Coral, P.O. Box 150027, Cape Coral, Florida 33915-0027. The Description of Operations/Locations/Vehicles must state that the City is an Additional Insured for the General Liability policy, including Products and Completed Operations coverage.
Sign the release and waiver
Document 3 is the Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement. Complete it as part of the required documents.
Add the applicable additional documents
Gather the Food Cooking Notice, Use of Private Property Authorization, Police Detail Application and Special Event Signature Surveys when they apply. Add the tent certificate, Alcohol Permit, Parking Plan, Approved MOT, specifications, contracts and permits your event needs.
Add liquor and other special insurance
If the event sells or serves alcohol, include liquor liability insurance. Check whether fireworks, amusement rides, food vendors or inflatables call for more insurance.
Review and download the completed PDF
Check each item against your event, then download or print the completed PDF from FillingPDF. Assemble the package and submit it through the City's channels described under How to submit.
How to submit Special Event Permit Checklist – Cape Coral, FL
The checklist is not filed by itself; its documents travel in the permit package with the Special Event Permit Application, which the City's Special Event Permit Process page says to present to the Special Events Division. Neither the checklist nor the process page gives a mailing address, portal or appointment rule for the package.
- Application: present the Special Event Permit Application to the Special Events Division; the City's page says a processing fee accompanies it, so ask the Division for the current amount.
- Package contents: the Food & Cooking Notice, the Use of Private Property Authorization and the Special Event Signature Survey, when they apply, are submitted with the permit package.
- Insurance: the certificate of insurance goes to the Risk Manager for review and approval. The certificate holder is City of Cape Coral, P.O. Box 150027, Cape Coral, Florida 33915-0027.
You can find the process at the City's Special Event Permit Process page. FillingPDF lets you fill out and download the checklist PDF; submission follows the City's channels above.
Common mistakes to avoid
- Submitting a site plan that is not a satellite view, or one without a key that labels restrooms, parking, vendors, the dumpster and the other items listed.
- Leaving the amplification zone off the site plan; the checklist asks for a designated 10x10 area.
- Having the insurance certificate holder read differently from City of Cape Coral, P.O. Box 150027, Cape Coral, Florida 33915-0027.
- Omitting the wording that names the City of Cape Coral as Additional Insured for the General Liability policy, including Products and Completed Operations.
- Skipping event insurance for an event on City property; the City's page says it is required there.
- Selling or serving alcohol without liquor liability insurance; the checklist requires it for all such events regardless of attendance.
- Using private property without the Use of Private Property Authorization signed by the property owner.
- Omitting the Food Cooking Notice when the event involves cooking, or not giving a copy to food and cooking vendors.
- Holding the certificate of insurance back until after the application, which the checklist says can cause administrative delays.
Frequently asked questions
What do I need for a Cape Coral permit for a special event?
The Special Event Permit Checklist requires a satellite view site plan with a labeled key, a Certificate of Liability Insurance, and the Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement. Other documents are added only when they apply to your event.
Do I need event insurance if my event is not on City property?
No. The checklist and the City's process page say events not on City property do not require event insurance, though it is recommended. Liquor liability insurance is still required for any event selling or serving alcohol.
What must the site plan show?
It must be a satellite view with a key labeling restrooms, the amplification zone (a 10x10 area), parking, food trucks, vendors, inflatables, beer tent(s), dumpster, alcohol perimeter zone, stage/DJ, and generators, light towers and electric. Add Uber/Lyft drop-off and pick-up if needed.
How must the certificate of insurance read?
The certificate holder must read City of Cape Coral, P.O. Box 150027, Cape Coral, Florida 33915-0027. The description must state that the City is named as an Additional Insured for the General Liability policy, including Products and Completed Operations coverage.
Do I need liquor liability insurance?
Yes, if you sell or serve alcohol. The checklist requires liquor liability insurance for all such events regardless of attendance. Fireworks, amusement rides, food vendors and inflatables may also call for insurance, and the City Risk Manager can require more.
Who signs the Use of Private Property Authorization?
The property owner signs it. The City's page says the form must be used for any event on private property, and the checklist says to complete it if you are using property you do not own. Submit it with the permit package.
What happens after I submit the Special Event Permit Application?
A Special Events Division staff member contacts the organizer to review the process and any additional items, such as insurance. Very large or complex events may also need a meeting with the Special Events Committee before the event date.
Can I fill out the Special Event Permit Checklist online?
You can fill out the checklist PDF online on FillingPDF and download or print it. FillingPDF is an independent service and does not submit it to the City; you deliver the permit package through the City's channels.
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