Almost no one likes to hear the "P" word. Just one little mention of the dreaded permit makes many planners uneasy. After all, there are many little issues to consider, many costs involved, and many laws to follow.
"It is the ethical responsibility of the planner to make sure the client is taken care of and that the event runs smoothly," says Kathy Jewel, vice president of SHOWORKS Inc. "And that means obtaining all the correct permits and abiding by those laws."
Randi Friedman, president of Logistics Management Group agrees. She has been planning events that require for nearly 18 years. She explains that, back when she started her Miami-based company, there weren't many permit issues. However, times have changed. Just a few months ago, her company handled Challenge for the Children, a charity event featuring 'NSync, and the permit issues seemed endless. "We had to pull bleachers, tents, electricity, fencing, staging, fire …" she said, "Plus, there's always scheduling, police escorts, vehicle permits …"
She estimates that she gets at least 25 permits a year on average. And, though the process should become routine over time, difficulties still arise. For example, according to Friedman, the costs of permits in some municipalities have gone up dramatically in the past year because cities have made engineers more responsible and accountable. These engineers certify the structures where events will take place, and charge clients as much as $2,500 for their services. "I think the fee has gone up to such an extent that people will reconsider [holding events] in certain structures," she says.
Additionally, each city, county, and state have different processes. Sometimes it takes a month to put together the applications for permits. Before the city of Miami started using engineers (instead of inspectors), applications were submitted, scheduled, and then there was a wait for an inspector; sometimes changes had to be made in accordance with an inspector's recommendations, and then there was a wait for another inspection before the permits were obtained.
Though the process has been somewhat streamlined, event professionals must consider time as a mitigating factor when scheduling events. "It's not insurmountable by any stretch," Friedman says, "but there's no last minute here."
Whether the event is going to be held in a ballroom, at the beach, or in someone's backyard, check with the local municipality to see what permits are necessary. "It's a process," says Friedman. "It's challenging, but it's actually fun."
—Riki Altman
Six Tips to Permitting:
· Just because you are planning a city-sponsored event, don't assume you are exempt from obtaining permits.
· When planning an event for a nonprofit organization, the city will sometimes waive permit fees.
· Be sure to get on the mailing lists for the municipal special events departments. They will send you updates.
· You may have to apply for numerous ancillary permits before obtaining a master permit.
· Did you know you have to be a charity in the state of Florida to pull a one- to three-day temporary permit to sell alcohol? You may want to consider teaming up with a local charity if it suits your needs.
· You may also have to obtain affidavits and capacity rating revaluations. Check with your local special event office to determine if you are exempt.
Permit checklist: Beyond the obvious, here are some permits your event may require
· Fire
· Plumbing (restrooms)
· American Disabilities Act
· Building (tents, staging areas)
· Electrical (generators)
· Fish & Wildlife (water events)
· Food & Beverage
· Transportation/Right-of-way (to close streets)
· Music Licensing
· Parks & Recreation
· Gaming (bingo, lottery)
· Sales Tax
· Public Safety (police, fire department)
· Zoning
"It is the ethical responsibility of the planner to make sure the client is taken care of and that the event runs smoothly," says Kathy Jewel, vice president of SHOWORKS Inc. "And that means obtaining all the correct permits and abiding by those laws."
Randi Friedman, president of Logistics Management Group agrees. She has been planning events that require for nearly 18 years. She explains that, back when she started her Miami-based company, there weren't many permit issues. However, times have changed. Just a few months ago, her company handled Challenge for the Children, a charity event featuring 'NSync, and the permit issues seemed endless. "We had to pull bleachers, tents, electricity, fencing, staging, fire …" she said, "Plus, there's always scheduling, police escorts, vehicle permits …"
She estimates that she gets at least 25 permits a year on average. And, though the process should become routine over time, difficulties still arise. For example, according to Friedman, the costs of permits in some municipalities have gone up dramatically in the past year because cities have made engineers more responsible and accountable. These engineers certify the structures where events will take place, and charge clients as much as $2,500 for their services. "I think the fee has gone up to such an extent that people will reconsider [holding events] in certain structures," she says.
Additionally, each city, county, and state have different processes. Sometimes it takes a month to put together the applications for permits. Before the city of Miami started using engineers (instead of inspectors), applications were submitted, scheduled, and then there was a wait for an inspector; sometimes changes had to be made in accordance with an inspector's recommendations, and then there was a wait for another inspection before the permits were obtained.
Though the process has been somewhat streamlined, event professionals must consider time as a mitigating factor when scheduling events. "It's not insurmountable by any stretch," Friedman says, "but there's no last minute here."
Whether the event is going to be held in a ballroom, at the beach, or in someone's backyard, check with the local municipality to see what permits are necessary. "It's a process," says Friedman. "It's challenging, but it's actually fun."
—Riki Altman
Six Tips to Permitting:
· Just because you are planning a city-sponsored event, don't assume you are exempt from obtaining permits.
· When planning an event for a nonprofit organization, the city will sometimes waive permit fees.
· Be sure to get on the mailing lists for the municipal special events departments. They will send you updates.
· You may have to apply for numerous ancillary permits before obtaining a master permit.
· Did you know you have to be a charity in the state of Florida to pull a one- to three-day temporary permit to sell alcohol? You may want to consider teaming up with a local charity if it suits your needs.
· You may also have to obtain affidavits and capacity rating revaluations. Check with your local special event office to determine if you are exempt.
Permit checklist: Beyond the obvious, here are some permits your event may require
· Fire
· Plumbing (restrooms)
· American Disabilities Act
· Building (tents, staging areas)
· Electrical (generators)
· Fish & Wildlife (water events)
· Food & Beverage
· Transportation/Right-of-way (to close streets)
· Music Licensing
· Parks & Recreation
· Gaming (bingo, lottery)
· Sales Tax
· Public Safety (police, fire department)
· Zoning
