8.4.3.a-Jose Marti Parade Event Process

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To:
Cc:
Subject:
Date:
Attachments:
Miami Special Events
Alfonso, Daniel J.; Angel Machin; Betancourt, Vicente; Cabrera, Manuel; Cedric Dallas; Chavez, Noel; Coulanges, Eureca; Del Valle, Orlando; Deputy Fire, Marshal; Diaz, Richard;
Dubuisson, Fabiola; Fagan, Debra; Ferra, Nabi; Fundora, Jesus; Garcia, Lazaro; Gilda Ferrer; Gonzalez, Joel; Humberto Escandon; Jackie Segedin; Jimmy Martincak; Jose
Villamarzo; Lauren Bourgoyne; Llanes, Juan; Lorena; Machin, Mario; Manny Gonzalez; Miriam Gonzalez; Nunez, Mario F.; Ojeda, Mirtha; Perez, Anthony; Quintero, Lazaro; Reyes,
Mathew; Roberts, Shakima; Rodriguez, Ana (NET); Sanchez, Valeria; Solano, Jose; Torrado, Manuel; Umana, Rudy; Urbina, Mabelle; Valdes, Carlos; Wayar, Katie; Worth, Collin
De la Maza, Cristina; Diez, Orlando; Gutierrez, Eli; Ihekwaba, Nzeribe; Menardy, Alicia T.; Pacheco, Madelin; Plasencia, William; Prendes, Zimri; Acosta, Vanessa; Ahumada, Celso;
Albo, Hector; Alpsagir, Marielena; Arrinda, Javier; Bowie, Synthia; Brown, Tonya; Brown, Treisha; Carbonell, Luis; Casanova, Christina M.; Coverson, Tyrone L.; Davis, Berta;
Delgado, Osmel; Diaz, Odalys; Flores, Heidy; Flores, Miriam; Frasier, Michael; Frasier, Michelle; Garcia, Aida; Garcia, Patria; Garcia, Sandra; Gonzalez, Francisco; Gonzalez, Julio;
Gonzalez, Zobeyda; Howard, Brandyss; Joseph, Frank; Kinchens, vonCarol; Lafaille, Garry; Machin, Eduardo A.; McFadden, Faye; Mendoza, Fernando; Munoz, Eugenio; Perez,
Virginia; Pita, Lizeth; Prada, Barbara; Pulido-Sanchez, Raquel; Ross, Alma; Sam, Murlande; Santos, Marta Maria; Smith, Vernon; Squitin, Alicia; Symonette, Toshiba; Thomas,
Monique; Turner, Jill; Wagner, Antonio; Winston, Mary
Jose Marti Parade
Monday, January 04, 2016 2:36:41 PM
Jose Marti Parade Jan 28 2016.pdf
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Good Afternoon
Attached you will find the Special Event application for Jose Marti Parade.
Sincerely yours
Aylin Orta
Administrative Clerk
City of Miami
Office of Film and Entertainment, 10th Floor
Office: (305)416-1322
[email protected]
“Serving, Enhancing and Transforming our Community”
Follow us on Facebook and Twitter
Please take a moment to let us know how we are doing at the City of Miami Office of Film and Entertainment by clicking the link that applies below:
Film Office
Special Events
Sent: Tuesday, January 05, 2016 9:54 PM
To: Garcia, Lazaro
Subject: Re: Jose Marti Parade 01.28.16
Please put this event in the calendar thank you thank you jackie
On Jan 5, 2016, at 7:44 AM, Garcia, Lazaro <[email protected]> wrote:
Hello Jacky and Sabrina,
Attached is the application for this year’s Jose Marti Parade. As in the
past they read the poems and do the speaking at the park on the City
Stage between 10am and 12:30pm. I need to know if you foresee any
issues with this event and what your staffing needs are if any. Johnny
will be providing the equipment. My recommendations are below feel
free to call me to discuss further.
Staff: 2 staff between 8am – 2pm (6hrs each). In the morning they can
assist your maintenance staff in preparing the park during and after the
event.
I don’t believe that we need an additional large garbage bin but if
possible I would suggest that you call solid waste to request for that
week for them to pick up the day before the event Wednesday January
27 2016. There is no food being sold at the event so we are not
expecting an excess of garbage.
Please get back to me this week so that we can finalize this as soon as
possible. Happy New Year.
Sincerely,
Lazaro Garcia
Park Manager II
Special Event Permit Office
444 SW 2nd Ave 8th Floor | Miami, FL 33130
Phone: (786) 314 – 6775 Fax: (305) 400-5326 | Email:
[email protected] <image001.png>
www.miamigov.com/parks
<Application.pdf>
Special Events Application
Submission Date
2015-12-23 17:54:15
MIAMI SPECIAL EVENTS
Thank you for your interest in presenting your event in the City of Miami. In order to assist you with obtaining the necessary
permits and services, it is essential that you complete the Special Events Application at least fourteen (14) days prior to your
event. A $50 non-refundable application fee must be paid by cashier's check, money order, or online upon submission of your
application to the Office of Film & Entertainment, 444 SW 2nd Avenue, 10th Floor, Miami FL, 33130. Applications are reviewed
on a first-come, first-serve basis, applicants will then be invited to a special events meeting (every 2nd Wednesday of the
Month) to review your application with City of Miami staff and discuss further details and needs of your event. Applications for
all events held within the Coconut Grove & Little Havana Special District should be submitted to our office at least one hundred
and twenty (120) days prior to the date of your event. Coconut Grove applicants are also required to attend a Coconut Grove
Festival committee meeting.
Please be as specific as possible when filling out this form. Explain items in sufficient detail or the application
may be delayed until the required information is provided.
Please verify that all of the information entered is correct by clicking PREVIEW APPLICATION. After reviewing the information
displayed, please submit your application by clicking the SUBMIT button at the bottom of the preview application page. You
may also print a copy of your application for your records. The $50 application fee may be paid online, by cashier's check, or
by money order to the City of Miami Office of Film & Entertainment at 444 SW 2nd Ave, 10th Floor, Miami, FL 33130 .
Thank you.
For questions or comments send e-mail to: [email protected]
APPLICATION INFORMATION
ORGANIZATION NAME:
Lincoln Marti Community Agency
MAILING ADDRESS:
"PLEASE DO NOT USE P.O.
BOXES", Application will be
delayed until correct address
is received
Street Address: 2700 SW 8th Street
City: Miami
State / Province: FL
Postal / Zip Code: 33135
Country: United States
PHONE NUMBER:
(305-43-4888) 305-200-6237
E-MAIL ADDRESS:
[email protected]
EVENT ORGANIZER(S)
NAME:
Arminda Espinosa
TITLE:
President
MAILING ADDRESS:
"PLEASE DO NOT USE P.O.
BOXES", Application will be
delayed until correct address
is received
Street Address: 2700 SW 8th Street
City: Miami
State / Province: FL
Postal / Zip Code: 33135
Country: United States
PHONE NUMBER:
(305-643-4888) 305-200-6237
E-MAIL ADDRESS:
[email protected]
PRIMARY CONTACT
NUMBER OUTSIDE
STANDARD OFFICE HOURS
(8AM-5PM):
(305) 200-6237
ARE THERE OTHER
INDIVIDUALS HELPING TO
ORGANIZE THE EVENT?
NO
NAME OF EVENT:
José Martí Parade
WILL MORE THAN ONE
LOCATION BE USED?
YES
Please Enter Exact Address
For Event Location, Press
'Save' To Enter Another
Location If Using More Than
One Address:
HOW MANY DAYS ARE
LISTED FOR YOUR EVENT?
SCHEDULED
SETUP/BREAKDOWN DATE
AND TIME:
Exact Address
From : SW 8th Street and 13th Avenue EAST
To: 4th Street SW 4th AVenue SW José Martí Park .
1-7
DATE
EVENT DAY 1 1/28/2016
SETUP TIME (AM/PM) BREAKDOWN TIME (AM/PM)
8:00 AM
12:30 PM
EVENT DAY 2
EVENT DAY 3
EVENT DAY 4
WILL YOUR EVENT REQUIRE
STREET CLOSURES?
Please Enter Exact Address
For All Street Closures, Press
'Save' To Enter Another
Location If Using More Than
One Address:
YES
Exact Address
Parade Route : Departure from : SW 8th Street and 13th Avenue EAST to 4th Street
SW NORTH to 4th Avenue SW José Marti Park
PLEASE PRINT AND COMPLETE IF USING STREET CLOSURES: Street Closure Permit Application
STREET CLOSURES:
BEGIN DATE BEGIN TIME END DATE END TIME
STREET CLOSURE ADDRESS ONE
1/28/2016
8:00 AM
1/28/2016
10:00 AM
STREET CLOSURE ADDRESS TWO
STREET CLOSURE ADDRESS THREE
STREET CLOSURE ADDRESS FOUR
****PLEASE NOTE****
You are required to secure barricades and/or directional traffic signs for road closings. Please attach a layout of your traffic
plan, including the placement and number of barricades, signs, directional arrows, cones, and message boards, as well as the
name of the company you will be using. Your traffic plan must be approved by the police department, who may terminate any
event occurring without the proper use of barricades.
ABOUT THE EVENT
IS YOUR EVENT A NONPROFIT ORGANIZATION?
YES
PLEASE UPLOAD THE TAX
EXEMPTION CERTIFICATE
FOR YOUR ORGANIZATION
TAX EXEMPTION - LMCA 2016.pdf
TYPE OF MUSIC IF
APPLICABLE:
NONE
TYPE OF EVENT: PLEASE
CHECK ALL THAT APPLY
PARADE
NAME OF
PERFORMER(S)/BANDS:
PLEASE TYPE "N/A" IF NOT
APPLICABLE
School Bands
BRIEFLY DESCRIBE THE
EVENT:
Approximately 1,500 school children and their teachers will be participating in the José
Martí Parade. They will read poems and sing to honor and celebrate José Martí's
Birthday.
PLEASE ATTACH THE SITE
PLAN FOR YOUR EVENT:
JOSE MARTI PARADE ROUTE.pdf
ESTIMATED ATTENDANCE:
1500_
PRIOR YEAR'S
ATTENDANCE: (IF NONE,
PLEASE TYPE '0')
1500_
HOW IS YOUR EVENT BEING
PROMOTED?
NONE
IS THIS EVENT FREE TO THE
PUBLIC:
Yes
ARE YOU REQUESTING TO
FENCE THE EVENT:
NO
WILL FOOD OR SOFT
DRINKS (WATER, SODA,
JUICE, ETC.) BE SERVED
DURING YOUR EVENT?
NO
PLEASE CHECK ALL THAT
APPLY IF THERE WILL BE A
CHARGE:
NO CHARGE FOR FOOD OR SOFT DRINKS
PLEASE LIST THE TOTAL
NUMBER OF VENDORS YOU
WILL BE USING: (IF NONE,
PLEASE TYPE '0'
0____
****PLEASE NOTE****
Beverages must be dispensed in soft containers. No glass containers or cans will be allowed.
WILL ALCOHOL (INCLUDING
BEER/WINE) BE SERVED AT
YOUR EVENT?
NO
WILL THERE BE A CHARGE
FOR THE ALCOHOL?
NO
****PLEASE NOTE****
If alcohol will be served during your event, please complete the Alcohol/Special Sales License
WILL FOOD TRUCKS BE
USED DURING YOUR
EVENT?
NO
PLEASE LIST THE TOTAL
NUMBER OF FOOD TRUCK
VENDORS YOU WILL BE
USING: (IF NONE, PLEASE
TYPE '0'
0____
WILL ANYONE BE USING
ANY OF THE FOLLOWING
FOR COOKING OR HEATING
FOOD? PLEASE CHECK ALL
THAT APPLY
NONE
****PLEASE NOTE****
Any items checked above must be certified non-flammable and you must furnish a copy of the certificate to the City of Miami
Fire Department.
WILL STAGING EVENT ITEMS
BE USED FOR YOUR EVENT?
YES
PLEASE CHECK ALL THAT
APPLY:
CANOPY(IES)
STAGE(S)
PLEASE CHECK THE
FOLLOWING YOU WILL
NEED FROM THE PARKS
AND RECREATION
DEPARTMENT: IF
APPLICABLE
STAGE (18 x 32)
SPEAKERS
BLEACHERS (Seats 250)
PODIUM
PUBLIC ADDRESS SYSTEM
****PLEASE NOTE****
There will be a charge for using equipment from the Parks and Recreation Department. Fees can be viewed HERE
WILL FIREWORKS BE USED
DURING THE EVENT?
NO
****PLEASE NOTE****
If fireworks are being used, a Fireworks Permit is required to be completed through the City of Miami Fire Department.
Insurance:
Please attach a copy of your insurance (Maximum 3MB) using the "Choose File" icon below, or it may be
emailed to [email protected]
*** Please carefully read, then sign the "Indemnity Agreement" on the following page
***Please be sure that the Certificate of Insurance states the exact wording in the D
" escription of Operations"
listed below:
City of Miami is listed as Additional Insured with respect to claims arising out of the operations of the
named Insured. Coverage is Primary & Non-Contributory basis.
PLEASE UPLOAD A COPY OF
THE CERTIFICATE OF
INSURANCE:
JOSE MARTI PARADE JANUARY 2016.pdf
CITY OF MIAMI
OFFICE OF FILM AND ENTERTAINMENT
INDEMNITY/USER AGREEMENT
(Applicant must not leave any sections blank; document must be completed and executed)
This Indemnity/User
Agreement made this
12-23-2015
by and between the City of Miami, Florida (“city”) and if applicable it’s instrumentalities, including, but not
limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA, and
SEOPWCRA, and
Lincoln Marti Community Agency Inc
(Legal name of Entity/herein after referred to as "Indemnito/User"); should mirror legal
name exactly as it appears on the Certificate of Insurance
B- For use of the following City-owned and/or other property:
(Hereinafter referred to as the “Premises”); please list name and physical address.
(Hereinafter referred to as
the “Premises”); please list name and physical address.
C- For the following Special Event/Film/Shoot( Name of Event)
José Martí Parade
D. For a term commencing on
01-28-2016
and ending on
01-28-2016
(”The Term”); inclusive of
load –in and load-out dates.
INDEMNIFICATION/RISK OF LOSS
INDEMNITOR/USER further agrees to indemnify, defend, and save harmless the City of Miami and if applicable, it’s
instrumentalities, including, but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management Trust, and
SEOPWCRA, and its officials, employees, agents, and volunteers, and each of them from, and against all loss, cost, penalties,
fines damages, claims of any nature, including expenses and attorney’s fees, and any all liabilities by reason of injury to, or
death of any person, or damage to, or destruction, or loss to any property including the City and if applicable, it’s
instrumentalities, including, but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management Trust, and
SEOPWCRA, and arising out of, or in connection with the performance, or non-performance of the services contemplated by
this permit/agreement which is directly or indirectly caused, in whole, or in part, by any act, omission, default, liability, or
negligence whether active, or passive of the INDEMNITOR/USER, its employees, agents, servants, volunteers, or contractors,
unless such act or omission is solely caused by the City of Miami and if applicable, it’s instrumentalities, including, but not
limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA, and The
INDEMNITOR/USER further agrees to indemnify defend, and hold the city and if applicable, it’s instrumentalities, including,
but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA, and its officials,
employees, agents, and volunteers against all liabilities which may be asserted by an employee, or former employee of the
INDEMNITOR/USER, or any of its contractors as provided above, for which the INDEMNITOR/USER’s liability to such
employee or former employee would otherwise be limited to payments under workers’ compensation or similar laws. In
addition, the INDEMNITOR/USER understands, and agrees that except where caused by the negligence or misconduct of the
City and if applicable, it’s instrumentalities, including, but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park
Management Trust, and SEOPWCRA, and the City and if applicable, it’s instrumentalities, including, but not limited to Historic
Virginia Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA, and shall not be liable for any loss, injury,
or damage to any personal property, or equipment of the INDEMNITOR/USER, its employees, agents, contractors, volunteers,
or business invitees placed on City property and if applicable, it’s instrumentalities, including, but not limited to Historic Virginia
Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA, and shall be at the risk of the
INDEMNITOR/USER thereof. The indemnification shall survive termination of this permit/agreement.
Responsible for Damage: If the Premises or any portion thereof, or any structure attached thereto, or any equipment, fixture,
or other item contained therein shall be destroyed, damaged, marred, altered, or physically changed during the Term in any
manner whatsoever, then Indemnitor/user during the Term in any manner whatsoever, then Indemnitor/user shall be
responsible. Indemnitor/user is to property care for all equipment entrusted to Indemnitor/user during the term of this
Agreement and all such equipment so entrusted which is lost, stolen, or disappeared shall be the sole responsibility of
Indemnitor/user and Indemnitor/User shall pay the full replacement cost thereof to City and if applicable, it’s instrumentalities,
including, but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA.
Ordinances and Regulations: Indemnitor/User shall comply with all applicable laws, statures and ordinances and al rules
and requirements of the City of Miami and if applicable, Miami-Dade County, State of Florida and the United States
government, as applicable, including, without limitation the City of Miami Films and Entertainment Guidelines and if applicable,
as same may be amended from time to time. Indemnitor/user shall not admit to the Premises a larger number of persons than
the total number designated by the appropriated City Department and if applicable the number that can safely and freely move
about.
Insurance: Indemnitor/user shall, as a condition precedent to being allowed to conduct the Film/Shoot and Special Events
hereunder, deliver to the City of Miami Office of Film and Entertainment, located at City of Miami, 444 SW 2 nd Ave. Miami
FL., 33130 a certificate of insurance in accordance to the insurance requirements described in Exhibit A.
It is understood and agreed that all coverage provided by the Indemnitor/User is primary to any insurance or self-insurance
program the city has and the Indemnitor/User, and its insurance shall have no right of recovery or subrogation against the City
and if applicable, it’s instrumentalities, including, but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park
Management Trust, and SEOPWCRA. The City reserves the right to request copies of all insurance policies, including all
applicable endorsements in connection with this agreement.
Other Terms and conditions: The Indemnitor/User shall provide, at Indemnitor/User’s sole cost and expense, off-duty City of
Miami Police Officers and off-duty City of Miami Firefighters as required by the City of Miami Police and Fire Departments.
EXHIBIT A
INDEMNITY/USER AGREEMENT INSURANCE REQUIREMENTS
Commercial General Liability
I
A- Limits of Liability
Bodily Injury and Property Damage Liability
Each Occurrence $ 1,000,000
General Aggregate Limit $ 2,000,000
Personal and Adv. Injury $ 1,000,000
Products/Completed Operations $ 1,000,000
B- Endorsements Required
City of Miami included, and if applicable, it’s instrumentalities, including, but not limited to Historic Virginia Key Beach Park
Trust, Bayfront Park Management Trust, and SEOPWCRA, and as an additional insured with respect to general liability and
liquor liability Contingent and Contractual liability Premises and Operations Liability Primary Insurance Clause Endorsement
Host Liquor Liability/Liquor Liability Additional Insured Endorsement must be provided.
II.
Business Automobile Liability (If Applicable)
C- Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto Including Hired, Borrowed
or Non-Owned Autos Any One Accident $ 300,000
D- Endorsements Required City of Miami and if applicable, it’s instrumentalities, including, but not limited to Historic Virginia
Key Beach Park Trust, Bayfront Park Management Trust, and SEOPWCRA, and included as an Additional Insured
III.
Worker’s Compensation (If Applicable)
Limits of Liability Statutory-State of Florida Employer’s Liability
E- Limits of Liability
$100,000 for bodily injury caused by an accident, each accident
$100,000 for bodily injury caused by disease, each employee
$500,000 for bodily injury caused by disease, policy limit
IV.
Umbrella Liability (Excess Follow Form including liquor)
Note: The City and if applicable, reserves the right to require umbrella liability with limits acceptable to the City. User
shall comply with this requirement when applicable, and further agrees list the City, and if applicable, it’s
instrumentalities, including, but not limited to Historic Virginia Key Beach Park Trust, Bayfront Park Management
Trust, and SEOPWCRA, and as an additional insured on this coverage. The User also agrees to furnish the City with
copies of all applicable policies and endorsements relative to the event in question within (10) days of such request.
The above policies shall provide the City of Miami with written notice of cancellation or material change from the
insurer in accordance with policy provisions.
Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies
required above:
The company must be rated no less than "A-" as to management, and no less than "Class V" a to Financial Strength, by the
latest edition of Best’s Insurance Guide, published by A.M. Best Company, Old wick, New Jersey, or its equivalent. All policies
and /or certificates of insurance are subject to review and verification by Risk Management Department prior to insurance
approval.
IN WITHNESS WHEREOF, the
Indemnitor/User by and
through its authorized
representative, has executed
this agreements this
12-23-2015
(this date must match the
date on the notarization section below). The undersigned hereby warrants,
represents and certifies to the City of Miami that he/she is the lawful
representative of Indemnitor and that he/she has the authority to execute this
Agreement by and on behalf of Indemnitor and bind Indemnitor/User to the terms
and conditions herein.
INDEMNITOR/USER:
Lincoln Marti Community Agency, Inc
(Print name of Legal
entity/Indemnitor/User) should mirror legal name exactly as it appears on the
Certificate of Insurance.
PLEASE NOTE: FAILURE TO SIGN THE APPLICATION WILL RESULT IN A DELAY OF PROCESSING FOR YOUR EVENT.
SIGNATURE OF
INDEMNITOR/USER AND/OR
ITS AUTHORIZED
REPRESENTATIVE:
NAME OF PERSON SIGNING:
Arminda Espinosa
TITLE OF PERSON SIGNING:
President
Please verify that all of the information entered is correct by clickingPREVIEW APPLICATION. After reviewing
the information displayed, please submit your application by clicking the SUBMIT button at the bottom of the
page. You may also print a copy of your application for your records.The $50 application fee may be
paid online, by cashier's check, or by money order to the City of Miami Office of Film & Entertainment at 444
SW 2nd Ave 10th Floor, Miami, FL, 33130.
Thank You.
****PLEASE NOTE****
Your application will be delayed until the application fee has been received
Completion of this application does not mean that the event being applied for has been approved. It merely is a
request that must be reviewed and processed by City of Miami staff before a permit will be issued.
If approved, the event permit must be posted in a visible location throughout the entire event.
For questions or comments send e-mail to: [email protected]
CONTACT INFORMATION:
Vicente Betancourt: (Office of Film & Entertainment Administrator): (305) 416-1072 - [email protected]
Mirtha Ojeda: Administrative Aide (Office of Film & Entertainment): (305) 416-1336 - [email protected]
Aylin Orta: Administrative Clerk (Special Events): (305) 416-1322 [email protected]
Jennifer Bazail: Administrative Clerk (Films): (305) 416-1337 – [email protected]
Darren McCray: Special Projects Assistant: (305) 416-1323 [email protected]
Office Fax: (305) 400-5018
Address:
444 SW 2nd Ave
Miami, Florida 33130
10th floor