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EVENT INFORMATION

1. EVENT INFORMATION
Event Name
Setup Date/TIme
Dismantle Date/Time
Event Start Date
Event End Date
Event Hours
Event Location/Address
Property Letter
An official letter from the owner of the property permitting the activity must accompany the application if it is not owned by the applicant.
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CONTACT INFORMATION

Applicant
First Name
Last Name
Phone Number
Address1
Address2
City
State
Zip
Email Address
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EVENT ORGANIZER

CERTIFICATE OF INSURANCE

Insurance Certificate & Endorsements
In addition to completing the application form and paying permit and rental fees (when applicable), the applicant is required to submit an original certificate of insurance showing Commercial General Liability coverage with a minimum of $1,000,000 combined single limit per occurrence. If automobiles or inflatables will be utilized, the applicant shall obtain a minimum of$1,000,000 combined single limit coverage per accident, including owned, hired and non-owned automobiles or inflatables. If any alcohol will be served, liquor liability coverage must be obtained and is subject to Alabama’s statutory limits. If the applicant has employees, workers’ compensation insurance must be obtained and is subject to Alabama’s statutory limits. The applicant also agrees to endorse the City of Gulf Shores (City of Gulf Shores, Alabama, Attn: Purchasing Officer, P.O. Box 299, Gulf Shores, AL 36547) as an additional insured on the general liability, auto, and liquor liability policy and to include a copy of each endorsement with the certificate of insurance. Each certificate of insurance shall provide that the insurer must give the City of Gulf Shores at least thirty (30) days’ prior written notice of cancellation and termination of the applicant’s coverage there under.
Certificate of Insurance
Contact Purchasing at 251-968-1443 or sdeblieux@gulfshoresal.gov regarding necessary insurance for your event.
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ACKNOWLEDGEMENT & SIGNATURE

Acknowledgement & Signature
I, the applicant, understand that I am responsible to provide all information necessary to meet the conditions and requirements of the application process and that by providing such information it is no guarantee that my proposed event will be issued a permit by the City of Gulf Shores. I further agree to defend, indemnify and hold the City of Gulf Shores harmless from and against all third party claims, demands, liabilities, losses, damages, suits, judgments, costs, expenses (collectively, "Third Party Claims") and reasonable attorney’s fees in any manner arising out of or resulting from bodily injury, sickness, disease or death of any person or persons, or damage to or destruction of tangible property, including the loss of use resulting therefrom, or caused by or occurring during the course of performance of any services provided and to meet all department deadlines including submitting proof of proper insurance, a detailed site map, payment of all departmental fees, and details for any contract services required to make the proposed event safe and successful. I verify that I have read and understand this application and the conditions under which my request will be considered. The risk of promoting an event before the permit is issued is the sole responsibility of the applicant.
1. By checking this box, I acknowledge that I have read and understand the above information.
2. No
First & Last Name
Date
Date
Date
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SITE MAP

Site Map
Each application SHALL be accompanied by detailed site drawings, diagrams and documentation of the proposed event including but not limited to the following: • Site Plan Map of the entire event venue including the names of all streets or areas that are part of the venue and the surrounding area, including entrances and exits, emergency access, event staging, set up and break down plans. • Site usage period including requested dates and times of operations. • Medical Services and Security Plan. The location of security and first aid facilities. • Emergency Plan to include contact names, phone numbers and guidelines. • Parking, Transportation, and Accessibility Plan. The location of event parking, transportation routes, street or lane closures, shuttle plans, and provisions for handicap accessibility. • Utility requests including sources and locations of water, sewer, electricity, generators and lighting. • Temporary Structures and Fencing including the location of all stages, platforms, scaffolding, bleachers, grandstands, canopies, tents, fences, portable toilets, booths, and other temporary structures, including engineered structural drawings. • Entertainment list, schedule and noise abatement measures. • Food, Beverages, and Concessions Plan, including location and details of all food, beverage and concession areas including vendor identification and specifics of all cooking areas. • Garbage, Recycling, and Sanitation Plan including any required Health Permits. • County, State, or Federal permits that may be required to hold your event. • Letters of Support (Property owners, City, etc.)
Upload Site Map
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EVENT PROCEEDS/REPORTING

Event Proceeds/Reporting
The applicant shall have made provision in a manner approved by the City's revenue division, under its current regulations and procedures, for the payment of all necessary business licenses* and remittance of all applicable sales taxes.
*Additional permits may be required. Please contact the Revenue Coordinator at (251) 968-1120 to verify.
Check the applicable documentation for your proposed event:
1. Charitable Organization (Copy of 501(c) Required)
2. Tax Exempt (Exemption Certificate Required)
Upload Copy of 501(c)
Upload Tax Exemption Certificate
Are patron admission, entry or participant fees required?
1. Yes
2. No
Are vendor or other fees required?
1. Yes
2. No
If you answered yes to the above questions, please provide patron admission, entry or participant fees as well as any other vendor fees that are required.
Estimated gross receipts including ticket, entry, vendor, product and sponsorship sales from this event. Please explain how this amount was computed:
Estimated expenses for this event:
What is the projected distribution or net dollar amount the Host Organization will receive from this event?
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MEDICAL SERVICES

The applicant shall be responsible for making adequate plans for medical coverage of performers, employees, participants, customers and attendants. If the maximum number of attendees, vendors, and other persons expected to attend the large group activity exceeds 500 people, the event operator shall have at least one (1) advanced life support (paramedic) crew, with transport capabilities, on site at all times from before crowd assembly until after crowd dispersal. In addition to the ALS unit, there shall be a first aid station, staffed with at least one (1) basic E.M.T. Level I. If the ALS transport unit has to leave to transport a patient to a hospital, arrangements must be made to have another ALS unit stand by on site. When city paramedics are used for this purpose, the event operator shall reimburse the city for all expenses related to their presence. Please describe your medical plan including your communications plan, the number, certification levels (MD, RN, Paramedic, EMT) and types of resources that will be at your event and the manner in which they will be managed and deployed. Your plan should include hours of setup and dismantle of medical aid areas, details on first aid stations, personnel needs, medical materials and medical transport. When City paramedics are used for this purpose, the City shall be reimbursed by the applicant for all expense related to their presence. Please describe the medical service plan below. *Please contact Support Services at (251) 968-7422 to verify reimbursement rates. Medical treatment facilities and services:
Have you hired a licensed professional emergency medical services provider to develop and manage your events medical plan?
1. Yes
2. No
List the name, address, phone number, and email address for your Medical Services Provider.
List the name and phone number of the individual responsible for weathermonitoring and making key decisions such as canceling the event.
Please describe your emergency medical plan in the space below or submit separately.
Upload Emergency Plan
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SECURITY

Security
The applicant shall employ at applicant’s own expense: security personnel as necessary and sufficient to 5 When City police officers are used for this purpose, the City shall be reimbursed by the applicant for all expense related to their presence. * Please contact Support Services at (251) 968-1194 to verify reimbursement rates. No permit shall be issued unless the chief law enforcement officer for the city is satisfied that such necessary and sufficient security personnel will be provided by the applicant for the duration of the assembly. Please describe your security plan including crowd control, internal security and venue safety, number and certification levels of security personnel.
Security personnel: The event operator shall, at a minimum, employ security personnel at its expense based on the number of estimated attendees as follows:
a. 150 to 299 attendees: 1 security guard;
b. 300 to 449 attendees: 2 security guards;
c. 450 to 599 attendees: 3 security guards;
d. 600 or more attendees: 1 additional security guard for each additional 200 attendees.
Have you hired a licensed professional security company to develop and manage your event's security plan?
1. Yes
2. No
List the name, address, phone number, and email address for your security company.
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EMERGENCY PLAN

Emergency Plan
All event organizers should consider the possibilities of natural disasters and unplanned emergencies. A basic emergency response plan should be adopted and communicated with event staff, police/security personnel and on-site first aid providers. A plan should include the following minimum provisions where applicable:
• Identification of who will make key decisions such as canceling the event.
• Plans for communicating with event staff, volunteers, guests, media, vendors, on-site police and first aid providers
• Methods for safely managing site evacuation
• Steps for caring for injured participants and lost children
• Steps for securing potentially dangerous items on the event site (tents, signage, propane tanks and items that can be propelled by high winds)
• Methods for dealing with suspicious packages
• Training for use of fire extinguishers
• Access to local hotline or portable weather station for weather updates
• Plans for a back-up public address system for announcements (generator or • megaphones)
Please describe your security plan, including crowd, control, internal security, or venue, safety, number and certification levels of security personnel.
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TRANSPORTATION & ACCESSIBILITY

Transportation & Accessibility
The applicant shall provide sufficient parking to accommodate the number of persons attending the event. Applicant shall provide a sufficient number of parking attendants at all entrances, exits, and within the parking lots. Please describe your transportation and accessibility plan.
Will your event involve the use of a parking and/or shuttle plan?
1. Yes
2. No
Will your event require the use of public property or street closures?
1. Yes
2. No
Will your event involve the use of traffic safety equipment?
1. Yes
2. No
If you answered yes to any of the above questions, please explain here:
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TRANSPORTATION & ACCESSIBILITY CONTINUED

Have you developed a Disabled Parking and/or Transportation Plan (including the use of public transportation or shuttle services) for your event?
1. Yes
2. No
Please describe your Disabled Parking and/or Transportation Plan (including the use of public transportation or shuttle services) for your event. If not applicable, please indicate "n/a".
If you have hired a transportation company for your event, please provide their contact information below.
Will all food, beverage, and vending areas be ADA accessible?
1. Yes
2. No
If all areas of your event venue cannot be made accessible will maps or programs be made available to show the location of accessible restrooms, parking, drinking fountains, and first aid stations?
1. Yes
2. No
Please describe ADA accessibility for your event.
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UTILITIES

Utilities
A utility plan showing the locations of existing and proposed utilities (electric, water, etc.) shall be provided and included on the site map. The applicant is responsible for obtaining complete electrical and water needs information from vendors, musicians, tent lighting, entertainers, exhibitors, sponsors, etc.
A utility Plan showing the locations of existing and proposed utilities (electric, water, etc.) shall be provided. Obtaining complete electrical and water needs information from vendors, musicians, tent lighting, entertainers, exhibitors, sponsors, etc. is the responsibility of the applicant. (1) Drinking water: The event operator shall provide a potable domestic water supply from a source approved by the county health officer at a rate of at least 12 fluid ounces of water per attendee per hour. Water shall not be dipped from a receptacle for drinking or cooking uses. All food concessions that handle other than packaged or bottled goods must be supplied with hot and cold running water, under pressure, and a means of disposing of wastewater. If trucks are used to haul water into the site, they shall, prior to use, be cleaned and sterilized. (2) Electrical power: The installation and distribution of all electrical power used to support the event shall be completed by a licensed electrician. In some cases, electrical distribution plans and load calculations prepared by a licensed electrical contractor or electrical engineer may be required. Existing city maintained lighting and outlet circuits may not be used for event power use unless prior approval is obtained in writing before the event date and time. The City may inspect power distribution safety at your event and may require onsite modifications. Please describe your utility plan (3) Sanitary facilities: Adequate toilet facilities for both sexes must be distributed throughout the grounds at the rate of one (1) water closet or one (1) chemical or sanitary privy unit for each two hundred fifty (250) persons. Toilet facilities and accessories shall be maintained in a sanitary condition at all times and shall be cleaned at least twice each day. Wastewater and sewage originating on the ground must be disposed ofby a system approved by the manager of the Gulf Shores utilities.
Will your event require potable water?
1. Yes
2. No
Will your event require electricity?
1. Yes
2. No
Will your event require generators?
1. Yes
2. No
Illumination of areas
Illumination of areas: If the large group activity will take place after dark, or allow persons who attend the event to remain at the location after dark, the event operator shall provide electrical illumination to ensure that those areas which are occupied are lighted at all times. An event operator shall be required to illuminate specific areas on the premises in accordance with the following scale of lighting: Open areas reserved for attendees Stage areas 10 footcandles 100 footcandles Parking and overnight areas Restroom and concession areas 5 footcandles 50 footcandles
Will your event require lighting after dark?
1. Yes
2. No
If you answered yes to any of the above questions, please explain below.
If you have hired an electrical contractor, please provide their name and contact information here:
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GARBAGE, RECYCLING & SANITATION

Garbage, Recycling, & Sanitation
arbage and refuse removal: The event operator shall furnish at least one (1) trash can with at least thirty-two (32) gallons' capacity for every twenty-five (25) persons expected to be in attendance. All solid waste material shall be disposed of by removal and export from the city, and the event area and parking area shall be returned to a litter-free condition within forty-eight (48) hours after the event is concluded, all to the satisfaction of the public works department.

*Please contact the Public Works department at (251) 968-1962 for specific disposal and recycling policies. 8
Garbage/Recycle Company
If you hired a garbage/recycling company for your event, please provide their name and contact information below.
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TEMPORARY STRUCTURES & FENCING

Temporary Structures & Fencing
Describe the type of temporary structures proposed for the event, including but not limited to tents, stages, fences, the location of all stages, platforms, scaffolding, bleachers, grandstands, canopies, tents, booths, and other temporary structures. Engineered structural drawings may be required at the discretion of the City. Camping and trailer facilities: The event operator shall remove all trailers or sales booths which are located on the site of the large group activity within twenty-four (24) hours following the close of the event. The event operator shall thereafter be charged a demurrage fee of fifty dollars ($50.00) per day for each trailer or sales booth until such is removed. *Additional permits may be required. Please contact the Building Official at (251) 968-1150 to verify.
Are temporary structures or fencing proposed at the event?
1. Yes
2. No
If you answered yes, please indicate the number of structures, type and sizes. Please also provide the date of installation and date of removal for temporary fencing:
Temporary Structure Company
If you hired a temporary structure company, please provide their name and contact information below.
Fence Company
If you hired a temporary fence company, please provide their name and contact information below.
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FOOD, BEVERAGES, and CONCESSIONS

GENERAL MERCH VENDORS

Will items or services be sold at your event?
1. Yes
2. No
If yes, please describe and submit a complete list of vendors and include a sample of the vendor pass that will be used.
List of vendors
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Large Group Activity Application

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EVENT INFORMATION

CONTACT INFORMATION

EVENT ORGANIZER

CERTIFICATE OF INSURANCE

ACKNOWLEDGEMENT & SIGNATURE

SITE MAP

EVENT PROCEEDS/REPORTING

MEDICAL SERVICES

SECURITY

EMERGENCY PLAN

TRANSPORTATION & ACCESSIBILITY

TRANSPORTATION & ACCESSIBILITY CONTINUED

UTILITIES

GARBAGE, RECYCLING & SANITATION

TEMPORARY STRUCTURES & FENCING

FOOD, BEVERAGES, and CONCESSIONS

GENERAL MERCH VENDORS

ENTERTAINMENT

MARKETING, PROMOTION, & SIGNAGE

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