Special Events and Film Permits

Special Events and Film Permits

Special events are a great way to highlight your organization and the community to both visitors and residents of Coral Gables. Below are forms to fill out for the permits, contact information, and additional information. It is the City of Coral Gables’ objective to help make sure that the event is safe, successful and planned effectively. 

Contact Information

The submission of a Special Events Permit Application may be one of several applications an event organizer may need to submit. The responses to questions in the application will help the city inform you of other necessary permits and approvals needed. 

Forms

Section 1. Applicability and Location Verification

(a) This permit applies exclusively to filming and photography activities conducted within the municipal boundaries of the City of Coral Gables.
(b) Applicants shall verify jurisdiction using the City’s official mapping tools, including the Overlay Map and Zoning Map Search (City of Coral Gables Overlay Map).
(c) Locations within Zones 1, 2, 3, and 4 are deemed eligible for permit consideration. (City of Coral Gables- Zoning FL Zoning Map Search | Gridics)

Section 2. Application Deadlines and Requirements

(a) Applications involving street closures shall be submitted no fewer than fourteen (14) to twenty-one (21) business days prior to the proposed date.
(b) All other applications shall be submitted no fewer than fourteen (14) business days prior.
(c) Applications must be complete at submission and include:

  1. Site map;
  2. Certificate of Insurance (“COI”); meeting city requirements.
  3. Notification letter (if applicable); (Mailing List Labels)
  4. Required consents (HOA/property owners, if applicable).
    (d) Incomplete applications shall not be accepted, reviewed, or processed.

Section 3. Insurance Requirements

(a) A Certificate of Insurance (“COI”) is mandatory and shall not be waived under any circumstances. The Community Recreation Department – Special Events Division must receive a complete application, inclusive of the COI, no later than fourteen (14) calendar days prior to the scheduled film date.
(b) The COI must be submitted with the application and approved by the city’s risk management reviewer prior to departmental review.
(c) Failure to submit or obtain approval of a compliant COI shall result in denial of the application. 

Section 4. Fees and Payment

(a) Applicable fees shall be assessed based on required city services.
(b) No invoice or payment link shall be issued until the COI has been approved.
(c) All fees must be paid in full prior to permit issuance. (Pay Invoice)

Section 5. Review and Approval

(a) The Special Events Division shall coordinate interdepartmental review.
(b) Approval is contingent upon:

  1. Completion of all reviews;
  2. Submission of all required documentation; and
  3. Payment of all applicable fees.
    (c) The city reserves the right to request additional information as needed.

Section 6. Identification 

(a) Applicants shall provide valid government-issued identification or business entity documentation acceptable to the City. 

Section 7. General Conditions

(a) All activities must comply with applicable city ordinances and permit conditions.
(b) Parking Restrictions:

  1. Parking on swales is strictly prohibited.
  2. Parking is not permitted on any landscaped area, green space, park, or similar City-owned property.
  3. This restriction applies to all vehicles associated with the production.
    (c) Violations may result in fines, suspension, or revocation of the permit.
    (d) The City may impose additional conditions to protect public health, safety, and welfare.

Commercial Permits

  • Still Photography, per day/location: $82
  • Video/Movie, per day/location: $370
  • Still Photography at City Facility, per day/location: $516
  • Video/Movie at City Facility, per day/location: $1,341

Residential Permits:

  • Still Photography Outside (Outside structure or residence), per 3 days: $258
  • Video/Movie Photography (Outside structure or residence), per 3 days: $236
  • Major Motion Picture, per 14 days: $404

Country Club Prado:

  • Still Photography, per day/location: $108
  • Video/Movie, per day/location: $370

Venetian Pool:

Please see Venetian Pool Media Permits for more details.

  • Non-Commercial Still Photography: $115
  • Commercial Still Photography: $625
  • Commercial Motion Picture/Video, per day/location: $1,500

You Need to Obtain a Special Events Permit if... 

  • Event is open to the general public (with or without charge).
  • Event takes place at a City of Coral Gables facility, on public property or in the right of way.
  • Event requires city services
  • Event involves closure or modification of traffic flow of local streets or any arterial street.

Special Events Application Instructions

Section 1. Application Deadlines and Submission Requirements

(a) Any person or entity seeking to conduct a special event within the City of Coral Gables shall submit a completed Special Event Application to the Community Recreation Department – Special Events Division no fewer than four (4) weeks prior to the proposed event date.

(b) At the time of submission, the application shall include a duly executed and notarized signature page and all required supporting documentation, including, without limitation, a detailed site plan and a Certificate of Insurance (“COI”) in a form acceptable to the City.

(c) As a condition precedent to acceptance, review, or processing of any application, the applicant shall remit the applicable Special Events deposit fee concurrently with submission. The deposit shall be mandatory and assessed in accordance with the fee schedule and deposit requirements established by ordinance of the City Commission of the City of Coral Gables.

(d) The Special Events deposit fee shall not be waived. Any application submitted without the required deposit shall be deemed incomplete and shall not be accepted, reviewed, or processed.

(e) All applications and supporting documentation shall be submitted electronically via email to specialevents@coralgables.com. The Community Recreation Department – Special Events Division shall notify the applicant of any outstanding balances associated with the application. Upon such notification, the applicant shall be provided with a payment link through the City’s official website for the remittance of all required fees. Failure to timely remit any outstanding balances may result in the application being deemed incomplete and shall preclude further review or processing.

Section 2. Application Review and Processing

(a) Applications shall be processed on a first-come, first-served basis upon determination of completeness by the Community Recreation Department – Special Events Division.

(b) Following administrative review, the applicant may be required to appear before the Special Events Committee for review and coordination with applicable City departments.

(c) An application shall be deemed complete only if all required materials are submitted, including:

(1) a duly executed and notarized signature page;
(2) payment in full of the required Special Events deposit fee;
(3) a Certificate of Insurance (“COI”) meeting City requirements;
(4) a detailed site plan; and
(5) a copy of a valid government-issued driver’s license or, in the case of a business entity, a valid form of entity identification acceptable to the City.

(d) Any application that is incomplete, deficient, or noncompliant with the requirements set forth herein shall be rejected and shall not be scheduled for review or further consideration.

Section 3. Fees and Payment Requirements

(a) Refundable performance deposit fees for special events are established pursuant to ordinance of the City Commission of the City of Coral Gables and shall be imposed in accordance therewith, as amended from time to time.

(b) The required deposit shall be paid at the time of application submission to initiate the review and permitting process.

(c) Following approval of the Special Event Application, and upon satisfaction of all applicable conditions, the Special Events permit fee shall be paid in full no later than fourteen (14) calendar days prior to the scheduled event date.

(d) Failure to timely remit the required permit fee shall constitute grounds for denial, suspension, or revocation of the special event permit.

(e) Deposit by Event Size:

  1. Small Events – Fewer than 500 attendees, limited use of public property, and minimal City services required: $1,000.
  2. Medium Events – 500 to 5,000 attendees, moderate use of public property, road closures, amplified sound, or need for City staffing: $7,500.
  3. Large Events – Over 5,000 attendees, extensive use of public property, significant City staffing, or high-impact infrastructure needs: $12,500, or greater as determined by the City Manager or designee based on event risk and complexity.
  4. Major or High-Risk Events – Events involving regional or national audiences, pyrotechnics, alcohol sales, parades, or activities presenting elevated safety or liability risks: $25,000 or more, as determined by the City Manager or designee.