Duval staff begin rewrite of special events policy to address insurance, emergency plans and WCIA recommendations

Rita Moreno, the city’s community events coordinator, told the Committee of the Whole the city is updating its special events policy to reflect current best practices and recommendations from the municipality’s insurer, WCIA.

Moreno said the city last substantially revised the policy in 1997 and that a 2023 WCIA audit identified gaps the city should close to reduce liability exposure. The proposed update will clarify insurance and indemnification expectations, require event organizers to submit emergency plans, and add clearer procedures for event-related public-safety planning.

Moreno said a work group including public works, planning and emergency management has drafted recommendations and will solicit input from event organizers and stakeholders before finalizing the policy. The staff timeline calls for a draft to return to council in April, a public engagement period and a target for council approval and implementation by summer.

Councilors asked about details such as a sliding-fee scale for events to improve affordability for small nonprofit organizers and about ways to help groups that do not hold formal nonprofit status qualify for discounts. Moreno said staff will include outreach and a user guide for event organizers alongside the updated policy so organizers have a clear, practical checklist for compliance.

Moreno also suggested producing an annual report summarizing events, city co-sponsorship and in‑kind support to inform future budgeting and scheduling.

No formal vote was taken; staff will produce a draft policy incorporating WCIA recommendations and stakeholder feedback and return to council for formal adoption later this spring.