LTC 297-2013 New Building Department Procedures for Special Event Permits V
OFFICE OF THE CITY MANAGER
NO. LTC # .297-90/3 LETTER TO COMMISSION
TO: Mayor Matti Herrera Bower and Met ibers of th City Commission
FROM: Jimmy L. Morales, City Manager
DATE: August 26, 2013
SUBJECT: New Building Department Procedur for Special Event Permits
The purpose of this Letter to Commission is to notify the City Commission that the Building
Department has simplified and streamlined the existing processes for the review and
approval of special event permits and related inspections.
Given the critical role that special events play in maintaining the City of Miami Beach's
reputation as a thriving cultural and entertainment center, the Building Department has
reduced the process to writing in a Standard Operating Procedure ( "SOP ") in order to
expedite permitting and inspections for these,events. This SOP makes the special event
permitting process more transparent by providing the exact guidelines and procedures for
event planners to follow. A copy of the "Special Event Permits" SOP is attached to this Letter
to Commission.
In order to avoid delays and confusion that have negatively impacted these special event
permit applications in the past, these permits will now be given priority status and will be
expedited along with homeowner permits. In addition to the faster turnaround times, the SOP
provides clear guidelines for interior and exterior events, exact submittal and fee
requirements, and clear inspection criteria. By providing for a streamlined and consistent
process, we hope to encourage more and better events to come to the City, and greater
compli nce w� the law.
JLM/ VF /SS
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Policies and Procedures
Special Event Permits
POLICY
To streamline the permit process for special events, the Building Department will have a
simplified process for review, approval and inspections according to the following procedures.
PROCEDURE
If building permits are required, the event's coordinator must schedule . a meeting with the
Building Official at least two weeks prior to the event by• contacting the Building
Department Administration office at (305)- 673 -7610 ext 6868 or via email ScarlettMolina-
Urreg_o @miamibeachfl.gov
Permits Required
For interior events, any existing building where the maximum occupant load of the area to be
used is not exceeded and no additional electrical, mechanical or plumbing installations are
required, will be exempt from permit requirements.
For all exterior /outdoor events, event planners must comply with all of the requirements of
the .City of Miami Beach Special Events office along with all Police, Public Works and Code
Enforcement requirements. Additionally, the Building Department will require a building permit.
For all exterior /outdoor events where tents, bleachers, stages, structure's of any type or electrical
(power distribution from panel or generator), mechanical, plumbing installations are required the
permits must be obtained by Florida or Miami Dade County licensed contractor(s) who will be
responsible for,the installations.
In addition, any structures in the interior or exterior of building 30" or less in height will be
exempt from permit requirements. Structures in the interior or exterior of the building greater
than 30" in height must obtain a building permit.
Self contained UL listed and approved air conditioning units with no additional hosing or piping
are exempt from permit requirements.
Special event submittals will receive expedited reviews from the drop off plan review Plan Routers
in the Building Department. The special events submittals will be labeled with the yellow plan
routing tag for identification purposes and will be stored in the bin labeled "Homeowner and
Special Events" to facilitate expediting.
The applicant must submit all required documentation:
• A Permit Application executed by a licensed contractor and property owner (or for city
property Special Event office approval).
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Policies and Procedures: Specia( Event Permits
Page 2 of 4
• (2) Site plans with a general layout of vendor spaces, fences, generators, portable
toilets, tents, bleachers, stages and other structures with dimensions from property lines
and dimensions between structures.
• In addition to the (2) site plans, all tents, bleachers, stages and other structures require
structural calculations.
• Electrical site plans showing electrical service points, location of electrical panels and
generator specifications if applicable.
• Electrical calculations and one line drawings may be required.
• Life safety plan and occupant load as required by the Fire Marshall.
• Special Inspector Form for inspection of tents, bleachers, stages and other structures.
Fees
The permit fees below apply to special events. They represent the minimum allowable permit fees
for each category as per the Building Department's Fee Ordinance. Fees for electrical,
mechanical and plumbing installations represent the approximate cost of overtime inspection for
small events and large events. This information is provided to allow more certainty for planners
to project costs. In addition, Fire, JPlanning & Zoning and Public Works fees may be assessed on
the building permit. Small events are events that include 1 -10 tents, bleachers, stages and other
structures. Large events are those that include more than 10 tents, bleachers, stages and other
structures. Temporary structures that do not cover an area in excess of 120 square feet, including
connecting areas or spaces with a common means of egress or entrance which are used or
intended to be used for less than 10 persons, are exempted from permit requirements as per
Florida Building Code section 3103.1 .1.
Public
Buildin Fire Planning Works Total
Temporary Platforms /stages for
p ublic assembly, first approval Per structure $103.70 $181.48 $28.00 $26.96 $340.14
Temporary Bleachers for public
assembly, first approval Per structure $94.37 $165.92 $25.93 $24.88 $311.10
Temporary Platforms & bleachers
for public assembly, re-approval Per structure $19.70 $2178 $ $ $41.48
Temporary
Structure/Trusses /Statues Per structure $103.70 $73.63 $ $ $177.33
Tents (excludes electric &
plumbing per tent 121 to 1,000 scl ft $103.70 $137.92 $ $26:96 $268.58
Each additional 1,000
sq ft over 1,000 $ $38.37 $ - $17.62 $55.99
Electrical Installation Small event $250.00 $ $ $ $250.00
Large event $500.00 $ $ $ $500.00
Mechanical Installation Small event $250.00 $ $ $ $250.00
Large event $500.00 $ $ $ $500.00
Plumbin Installation Small event $250.00 $ $ $ $250.00
Large event $500.00 $ $ $ $500.00
In addition to the fees listed above, state and county surcharges will be assessed as follows:
Policies and Procedures: Special Event Permits
Page 3 of 4
Department of Community Affairs (DCA) 1.5% of the total Building permit fee (excludes
Fire, Planning and Public Works)
Department of Business and Professional 1.5% of the total Building permit fee (excludes
Regulation (DBPR) Fire, Planning and Public Works)
Miami Dade County Code Compliance $0.60 per $1000 of construction cost
Sanitation Fee 0.3% of Job Value (Min $15.00, max
$1,500.00)
Building Training Fee 6% of the total Building permit fee (excludes
Fire, Planning and Public Works)
Fire Training Fee 6% of the total Fire permit fee (excludes
Building, Planning and Public Works)
Inspections
For those events that require permits, the Building Department will perform an electrical (and
mechanical if applicable) safety inspection. The contractor of record for the tents, bleachers,
stages and other structures will provide a Field Inspection Approval Form from the Special
Inspector (a Florida licensed professional engineer) certifying that the installation is safe and in
.compliance with the Florida Building Code.
Electrical and mechanical inspections will be performed when a permit is required. The
contractor responsible for the installation must be present during the inspection and ready to
make any necessary corrections to allow the opening of the event and avoid any potential
delays.
Inspections must be scheduled and coordinated by the contractors a minimum of 24 hours before
the opening of the scheduled event. For a small, one day event it is recommended to coordinate
with the Electrical and Mechanical Chiefs during normal working hours.
Forms
The Permit Application, Special Inspector Form and Field Inspection Approval Form can be
obtained at the City of Miami Beach Building Department website: www.miamibeachfl . gov
REFERENCE
• Chapter 8, Miami -Dade County Code
• Chapter 489, Florida Statutes
• Florida Building Code, 2010
Policies and Procedures: Special Event Permits
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PREPARED BY: Building Department
APPROVED BY: DATE:
Building Director
Revised: 08 -08 -2013
Revised: 08 -15 -2013
Revised: 08 -23 -2013
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