From: 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 image001.png image002.png image003.png image004.png 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
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